The Project Finance and Administration Officer is responsible to manage the overall financial and administrative functions of the anticipated USAID Inclusive Livelihood Project in close coordination with the project team and the country office finance and administration team. S/he ensures smooth financial management of the project along with effective administrative support and cost-effective and timely procurement of goods and services, in line with the CBM Global and donor policies and procedures. S/he works closely with the partners and guides, supports, and builds the capacity of the partner staff in grants and finance management.
This full-time position supports the project and CBM Global finance and operations team in compliance with statutory requirements, donors and CBM Global practices.
Responsibilities and Duties
Finance:
Oversee day to day financial operations of the project.
Establish and implement financial standards and procedures in line with organisation and donor policy and guidelines.
Carry out field accounting and ensure accurate and timely preparation of monthly expenditure report.
Review and check bills, agreements, and all supporting documents and ensure they are properly documented.
Prepare monthly project plan budget in collaboration with the Project Manager.
Ensure accurate and timely payment and recording of all project financial, accounting, treasury, and local tax transactions, as well as reporting and allocation of project costs in close coordination with the finance manager.
Design, monitor and implement systems of internal control that safeguard donor’s assets and lead the process of implementing sound accounting procedures.
Generate regular project financial updates for office staff and the finance manager.
Work closely with the sub-awardees on the financial and administrative management of the project.
Administration and Procurement:
Manage activity start-up and support initial work planning process.
Serve as liaison to the project, government and other business vendors.
Maintain effective liaison with stakeholders, keeping related contracts & legal agreements properly documented and up to date.
Coordinate implementation of contracts/procurement procedures; participate in bids and technical and cost evaluations; and perform due diligence for awarded procurements in close coordination with country office administration department.
Ensure cost effective and efficient procurement of goods and services in accordance with CBM Global and USAID procurement procedures, as well as security of valuable equipment.
Anticipate needed supplies, preparation of supply requisitions & verify receipt of supply.
Process vendor invoices for payments.
Provide logistic and administrative support to program staff.
Maintain electronic and physical files organized and up-to-date.
Grants management:
Ensure grants/contracts are well administered and that program and support teams are fully informed of relevant donor compliance regulations and organizations procedures to support on-track, on-time, and on-budget implementation.
Provide technical support and mentoring to grantees unaccustomed with the complexity and restrictions of USAID funding in an effort to build the capacity of grantees to effectively manage their grants; interface with grantees and vendors to ensure grantee understanding and compliance with all CBM Global and USAID rules and regulations.
Review all grant/procurement activities for compliance with program policies and USAID regulations.
Monitor grant activities during their implementation to ensure on-time and high-quality delivery of goods and services; provide continuous assessments of grantee performance against project objectives.
Coordinate with country office team in monitoring and managing subcontracts.
Support and train sub-partners on sub-grant management and assist in reviewing sub-grants agreements.
Involve in developing and embedding best practices to comply with donor financial rules.
Support donor proposal budgeting, analysis of institutional income, donor contract expenditure tracking.
Monitor and inform management of the key risks.
Contribute to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance.
Coordinate regular grant monitoring, using appropriate grant management tools and through facilitation and support of regular and timely Grant Review, Opening, and Closing Meetings.
Partner Support and Capacity Building:
Conduct periodic financial monitoring of the partners, recommend action plan for required improvements and support in implementation of the same.
Ensure partner staff are aware and adhere to the statutory regulations, CBM Global and donor policies and guidelines.
Provide required support to the partners for effective management of project finances, preparation of financial reports and others as required.
Provide needed training and orientation to the partner finance staff and support in their capacity building in the areas of administrative and financial management.
Humanitarian Action:
In case of Emergency in the country and requirement of the organisation you should be flexible to deploy in the emergency response management initiatives as per the requirement of the organisation.
Safeguarding:
Accountable for ensuring that all children and adults who come into contact with CBM’ Global’s programmes, are safeguarded to the greatest extent possible.
Responsible for ensuring compliance to all aspects of the CBM Global Safeguarding and Prevention of Sexual Exploitation, abuse and harassment policies and associated standards and procedures.
Key outcomes expected from this role
Project finance and administrative tasks carried out smoothly contributing to efficient project implementation.
Strong financial discipline aligned with CBM Global’s and donor standards.
Problems and challenges in grants and financial management timely identified, reported and addressed.
Financial process and procedures improvised based on learnings and feedbacks.
High quality support provided to the partners for efficient financial management.
Person Specification
All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process.
CBM Global Nepal welcomes applicants from diverse backgrounds and people with lived experience of disability.
Experience and knowledge
Minimum 3 years of working experience in International NGO in finance and operations.
Knowledge of USAID policies and practices and direct experience managing finances and administration of a USAID-funded project.
Familiarity with grants management and project finance management, including financial controls, accounting, auditing, as well as reporting on accruals, pipelines and expenses. etc.
Skills/competencies/personal qualities
Abide by and display CBM Global core values in all aspects of work;
Flexible approach to work demands;
Ability to work in teams and collaborate with staff at all levels;
Willingness to learn, change and adapt;
Well organised with the ability to multitask;
Cultural awareness and sensitivity.
Self-professional management skills with little supervision.
Practical computer skills (Microsoft word, Excel, PowerPoint and internet);
Good Communication Skills in English (oral & written);
Nepali typing skill is a must;
Knowledge of disability-related issues will be an asset*
IT skills desirable
Qualifications, training, and education
Masters/PG degree in management or any other related field;
