The Admin and Finance Associate is responsible for the daily administrative, financial, logistics, and procurement work of the CCR Karnali. This position holder will be working closely with the Program Coordinator/Head of office and CCR-Karnali team members to run the smooth operations of the financial and administrative process. The Admin and Finance Associate must work within the CCR-Karnali/donor policy and procedure and also the government of Nepal.

Reports to: The Admin and Finance Associate reports to the Executive Director of CCR-Karnali.

Staff reporting to this post: Support staff/office receptionist.

Financial Management: 

• Manage day-to-day office operations and transactions to enter the Financial and Management Accounting System (FAMAS) with proper budget coding.
• Ensure the financial management system is as per organization and Donor guidelines and National Accounting Standards.
• Prepare vouchers/cheques and submit for review and approval.
• Timely collection and payment of bills/invoices and settlement of advances, liabilities, and receivables with adequate supporting documents.
• Prepare monthly/periodic financial reports and fund requests in a standard format and submit with e_copy & hardcopy within the deadline to the donor organization.
• Establish and maintain the filing system at the office.
• Ensure Proper cash management to run at the office.
• Ensure compliance with local laws and donor requirements.
• Maintain backup of Financial and Management Accounting System (FAMAS)/Finance Report, Audit Report, and voucher verification report with close coordination with the program team.
• Share Budget Vs Actual (BvA) in monthly staff meetings & board meetings on a regular basis.
• Ensure tax deduction at source and e-TDS as per the Nepal Government taxation rules.
• Assist and cooperate with the internal and external auditors, voucher verifications visit by availing the necessary information and completing the audit/visit mission.
• Maintain payroll records and ensure each employee's salary and other benefits have been deposited in the respective staff’s bank account within the dateline.
• Support program staff in project planning, phased budget & Detail Implementing Plan (DIP) preparation.
• Ensure management responses have been submitted in a timely.

Admin, Logistics, and Procurement Management: 

• Support support staff in daily office operations and arrange logistic support for meetings/workshops/events (venue, transportation, accommodation)
• Ensure that each employee's leave records, timesheet, work plan, attendance register, and personal file have been maintained and updated.
• Ensure that staff and office properties are insured through a reliable and recognized insurance company.
• Lead and ensure procurement of goods and services are high quality, timely, and cost-effective adhering to the established policy of the donor/organization and at the field level.
• Ensure and directly provide support to timely received Purchase Request, quotation collection, and proceed for approval as per Scheme of Delegation (SoD).
• Prepare and maintain inventory records/reports of the organization.
• Track and update the records of the procurement tracker periodically.
• Prepare and maintain Assets & inventory records/reports of the project office.
• Maintain and check the logbook/loan book of office vehicles/motorbikes and assets.