VACANCY NOTICE:
Organization: Governance Facility
> Job Title : Administration and Finance Officer (AFO)
> Department : Human Resources, Administration & IT
> Grade : L3
> Initially designed on : January, 2018
> Duration : 3 months (possibility of 1 month extension)
> Joining Date : 2nd week February, 2018

WORKING RELATIONSHIPS WITHIN THE ORGANISATION
> Reports to : Sr. Finance and Compliance Officer/ Sr. Human Rights Officer
> Reported by : -None
> Other Key Relationships : Human Resources and Administration Unit

Duty Station : Kathmandu


1. Background and Job Purpose
Governance Facility Nepal in collaboration with Governance Facility will organize a three-day International Human Rights Conference, in Kathmandu. The conference will provide a platform for the participants to address human rights challenges, share best practices for responding to fundamental rights violations, identify local, regional, and international challenges in human rights protection and promotion. The event will also explore opportunities to forge effective collaborations and strengthening relationships among human rights defenders across South Asia and its sub-regions. The conference will bring together NHRIs, government bodies, civil society members, lawyers and human rights activists to discuss human rights challenges in the region, and to identify common approaches and joint initiatives that will protect and promote human rights The Administration and Finance Officer (AFO) will be based in the GF office in Kathmandu and will be responsible for activities related to procurement and finance to facilitate required support to the upcoming International Conference on Human Rights. He/she will also support in any other similar engagement with government partners of GF during the period.

2. The specific responsibilities will include, but not may not be limited to:
Procurement
> Lead to plan, co-ordinate and organize conference related procurement activities in full compliance with GF Procurement Procedures and best practices to enable a high quality, efficient and cost-effective procurement process that meets the requests of the services users
> Develop plans for purchasing equipment, services, and suppliers in regards to the conference
> Liaise with suppliers, service providers and other relevant stakeholders regarding delivery of supplies or services and keeping all parties informed of any changes in a timely manner
> Ensure that quality control/checks are conducted for all items, materials, or tools procured and delivered by suppliers, that they all meet specifications stated in contracts, are fit for the intended purpose, and have appropriate inspection, when required
> Apply and implement a full anti-corruption risk mitigation in all procurement transaction and dealings with vendors
> Ensure that materials are procured to meet the project schedules and requirements
> Regular follow up with suppliers, vendors to ensure timely execution of works
> Arrange delivery of procured materials in a timely and cost-effective manner


Administration
> Coordinate for completion of documentation for proper processing of invoices
> Maintain required documentation from suppliers as per contract details
> Maintain accurate auditable records of all procurement process which results in high compliance
> Draft memos for justifying the selection of various services and obtain the required documents for compliance
> Record all letters from the government partners for service requests/ any other need
> File different procurement related documents pertaining to GF administration
> Prepare of activity completion report

Financial
> Record day to day financial transactions – checking invoices, prepare payment vouchers
> Ensure preparation and payment of secretariat staffs, consultants etc.
> Ensure preparation and payment of DSAs, travel allowance and other reimbursement of delegates and other participants
> Maintain accuracy, evidence and transparency of recorded transactions
> Calculate the applicable taxes has been deducted and deposited in timely manner
> Coordinate and liaise with the admin and finance department of GF and NHRC and relevant government agencies
> Prepare financial reports as advised

Corporate Responsibilities
> Carry out any other related duties as assigned
>  Maintain at all times a positive image and visibility for the office


Qualifications:
> Masters in Accounting, Finance, Business Administration, Human Resources or equivalent.
> 3 to 5 years of progressively responsible administrative financial and procurement related experience in development sector;
> Experience working with International Organizations and familiarity with their human resources, procurement, financial policy and regulations is preferred;
> Ability to apply laws, regulations and instructions and interpret Nepal Government Procurement Policy;
> Ability to perform high-level duties with a minimum of supervision.
> Fluency in English is required

Knowledge and Skills
> Procurement experience to carry out various quality assessment of goods and services
> Budget and financial management skill
> Ability to work in a cross-functional environment
> Excellent communications skills including report writing
> Ability to work to tight deadlines and handle multiple tasks
>  Knowledge of procedures and international standards for the purchase of goods and services
> Problem solving ability and result orientation

Level, Location and Duration: A mid-level national position based in Kathmandu. Contract duration will be 3 months with possibility of 1 month extension

Last date to apply: 30 January 2018

The detailed Job Profile is available on our website www.gfnepal.org . You are requested to submit a) your application and b) updated CV, latest by 5 p.m., 30 January 2018, via email to job@gfnepal.org with the applied “position” as the subject line.
Only shortlisted applicants will be notified of their status.

Undue influence at any stage of the processes will lead to automatic disqualification.

GF welcomes and encourages applications from women and traditionally marginallsed groups.

*Himalayan Times on 24 Jan, 2018