INGO JOB VACANCY ANNOUNCEMENT
WWF Nepal Vacancy in Kohalpur, Nepal – 2024: Finance & Administration Associate, Finance & Administration Officer, Program Associate
Company Description
WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply.
Our Mission:
At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature.
Our Vision:
From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world’s largest and most respected independent conservation organizations, active in over 100 countries.
Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe.
WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment.
Our Core Values:
We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values:
Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve.
Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future.
Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation.
1. Finance & Administration Associate, ILaM Project
- Location: Kohalpur
Job Description
Major Function:
The WWF-GEF project, Integrated Landscape Management to Secure Nepal’s Protected Areas and Critical Corridors Project is executed by the Ministry of Forests and Environment (MOFE), Government of Nepal.
The project has a geographic scope of the Terai Arc Landscape (TAL) in Nepal. The project seeks to achieve the following objective: to promote integrated landscape management to conserve globally significant forests and wildlife. Over the five year project period, the project objective will be achieved through the implementation of four interconnected components:
1) National capacity and enabling environment for cross-sectoral coordination to promote forest and landscape conservation;
2) Integrated Planning for Protected Area Buffer Zones and Critical Corridors in the Terai Arc Landscape;
3) Forest and human-wildlife conflict management for improved conservation of targeted protected area buffer zones and corridors in the Terai Arc Landscape; and
4) Knowledge Management and Monitoring and Evaluation. The project will result in a reduction in the threats impacting the corridors and protected areas in the TAL, benefitting the ecological integrity of these largely forested areas, the globally significant wildlife populations that they support, and the resilience of forest dwelling communities. The improved conservation and sustainable management of forest resources will result in habitat connectivity, increased carbon storage and sequestration and restoration of degraded habitats, and continued delivery of ecosystem services that support local populations.
Under the direct supervision of the Finance & Administration (F&A) Manager, the Finance and Administration (F&A) Associate will be responsible for the overall budget and financial management of the field office. S/he will ensure timely submission of budget, financial reports, etc. while ensuring compliance with all legal requirements. S/he will also be responsible for day-to-day operation of the field office, including all administrative and Human Resource roles. This position is based in the field office and requires substantial travel to the remote project sites.
Major Duties and Responsibilities:
- Program Accounting and Financial Management
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- Maintain program and accounting records for the project as per standard accounting and financial procedures. Maintains weekly and monthly data backup of financial information. Collect invoices from vendors, expenses claim form, invoice of recurring expenses of field offices on regular interval, verify the expenditure and forward to Project Management Unit (PMU) for the payment process.
- Ensure and guide to maintain project accounts of implementing partners through Small Grant Agreement (SGA)/ Inter-Office Agreement (IOA) of Government Partners as per standard accountancy and financial procedures.
- Provide budgetary input for preparing annual work plans for the project.
- Ensure availability of funds in project for smooth implementation of the annual plan.
- Monitor the expenditure reports and pattern and report of SGA/IOA exceptional matters to the project team, F&A Manager and take initiative for appropriate action.
- Support periodic review of work plan/budget and facilitate grant amendment.
- Ensure financial and administrative compliance in field project operation
- Budgeting, Contracting and Monitoring
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- Provide budgetary support in implementation of the programs.
- Prepare SGA contracts to get the required signature before handing over the copies to the concerned parties.
- Monitor the periodic expenditure reports and contractee’s deliverables and report exceptional matters to the F&A Manager for appropriate actions.
- Conduct regular financial monitoring to ensure the field project partner follows project’s standard policies, procedures and compliance provisions mentioned in the contracts.
- Audit Preparation and Follow up on Recommendation
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- Provide support to the auditing of Project’s accounts, disseminate the audit reports to partners and appropriate recipients on a timely basis and take follow-up actions to implement audit/monitoring recommendations.
- Inventory Management
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- Manage records of the project-field office inventory items and equipment on regular intervals to have an up-to-date inventory status and carry out write-off process and disposal of unused/damaged inventory items, if any.
- Take appropriate measures for safeguarding the project’s properties, including project staff with insurance coverage as per the provisions in Project Operation Manual (POM).
- Administration and Procurement
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- Responsible for project administration to support overall functioning of the project operation of the field office in close coordination with F&A Manager.
- Facilitate administrative coordination, HR support, fund flow management, and ensure project safety securities.
- Responsible for day-to-day office management.
- Provide support in processing project staff hiring and other HR management.
- Maintain/update staff personal file with information related to changes in roles, responsibilities, annual performance appraisal and leave records.
- Arrange procurement and logistics for project activities.
- Arrange regular field staff management committee meetings, provide logistics. Take meeting minutes and ensure needful actions of the decisions.
- Supervise project support field staff as delegated by the F&A Manager.
- Write support and service contracts on behalf of the project following standard policies and procedures.
- Provide orientation of the POM to the project staff for operational understanding and compliance assurance.
- Reporting
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- Responsible for regular expenditure of field offices, work completion financial reports of the projects of Small Grant Agreement (SGA)/ Inter Office Agreement (IOA).
- Monthly, quarterly, half yearly and annual financial reports to be submitted to the F&A Manager.
- Weekly and monthly Data back-up of the financial information and other databases.
- Periodically update the field project’s safety/security situation to the project team.
- Report to F&A Manager with quarterly and annual leave record of project’s field staff.
- Coordination/Communication
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- Maintain operational relations with the implementing partners and government line agencies, municipalities, DFO Office, National Parks, DCCs, NGOs and INGOs, CFUG, BZUC.
- Communicate any operational issues, and challenges to the F&A Manager at PMU for needful support and clarities in operational compliance.
- Other Duties
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- Performs other duties as assigned by supervisor according to project needs and plays an active role in successful operation of projects.
Supervisory Responsibility: Directly supervises the support staff of the field office
Working Relationships:
Internal – Works closely F&A Manager, PMU Members, Project field team & WWF GEF Agency Finance Team.
External – Works closely with implementing partners, governmental and non-governmental representatives, as well as other stakeholders in the field.
Qualifications
Knowledge: Minimum bachelor’s degree in management/finance and administration, Knowledge of financial accounting and administration is required. Working with TALLY Accounting Software will be an added advantage.
Experience: Minimum 3 years of relevant working experience in the field or a project experience.
Skills and Abilities:
- This position requires attention to detail, the ability to keep accurate financial records, and the ability to effectively prioritize and work accurately under time constraints.
- S/he should have good coordination and English language skills and should be a self-starter.
- Strong interpersonal and team-player skills are essential.
- Working knowledge of one local language will be an added advantage.
- Skilled in Microsoft Office package.
2. Finance & Administration Officer, TAL
- Location: Kohalpur
Job Description
Major Functions:
Under the direct supervision of the Program Co-Manager, the Finance and Administration Officer will be responsible to manage all operational aspects of the program including budgeting, contracting, sub-grantee monitoring, financial tracking and reporting, and HR management support and administrative function in the Terai Arc Landscape Program. S/he works in close coordination with all major partners and other stakeholders from local to central levels to ensure maximum project output.
Major Duties and Responsibilities:
- Program Accounting
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- Maintain program and accounting records for the program as per standard accountancy and financial procedures. Maintains regular data backup of the accounting software. Handles monthly bank reconciliation.
- Budgeting and Contracting
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- Provide budgetary input for preparing annual work plans for the program. Prepare contracts on behalf of the Program in the field and get the required signature before handing over the copies to the parties concerned. Monitor the expenditure reports and contractee’s deliverables and report exceptional matters to the Head of Forests & Landscapes, Program Manager, and Program Co-Manager and take appropriate action.
- Grants and Agreement Administration
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- Reviews all documentation received from sub-grantees and supports, prepares, and monitors grant and consultant agreements ensuring compliance with agreement terms. Ensure agreements are updated timely and payments are processed timely and in accordance with TAL policy and procedure. Ensures compliance orientations are provided to TAL staff, sub-grants recipients and consultants.
- Financial Monitoring and Reporting
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- Ensures periodic financial/compliance monitoring of sub-grantees. Responsible for monthly, quarterly, half yearly and annual financial reports of the project. Prepare and submit donor wise periodic financial reports as needed.
- Audit Preparation
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- Coordinate the auditing of Program accounts of the project in the field. Disseminates the audit reports to partners and appropriate recipients on a timely basis and takes follow-up actions to implement audit recommendations.
- Administration and Human Resources
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- Responsible for day-to-day office management. Arrange regular Program staff meetings. Support field staff to develop daily administrative and accounting procedures and provide quality control. Ensure procurement and logistics for Program activities. Ensure inventory records of all office items and equipment on regular intervals. Provides HR management support to the program, includes field level project staff hiring/termination, conducting annual appraisal, handling staff safety, securities issues and other HR related support as needed.
- Coordination
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- Maintain working relations with the implementing partners and government agencies, local governments, NGOs and INGOs.
- Other Duties
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- Other tasks may be assigned as necessary according to Program needs
Supervisory Responsibility: Directly supervises Finance and Administration Associate, drivers and messenger.
Working Relationships:
Internal – Works closely with supervisor, Program Manager, Head of Finance & Program Administration, and TAL and WWF Nepal staff.
External – Works closely with implementing partners, governmental and non-governmental representatives, as well as other stakeholders in the field.
Qualifications
Knowledge: Minimum Bachelor’s Degree in Management/Finance and Administration, Knowledge of financial accounting and administration is required. Working with TALLY software will be an added advantage.
Experience: Minimum 3 to 5 years of relevant working experience in the field or a project experience.
Skills and Abilities:
- This position requires attention to detail, the ability to keep accurate financial records and the ability to effectively prioritize and work accurately under time constraints.
- S/he should have good coordination and English language skills and should be a self-starter.
- Strong interpersonal and team-player skills are essential.
- Working knowledge of one local language will be an added advantage.
- Skilled in Microsoft Office package.
3. Program Associate, TAL
- Location: Kohalpur, Nepal
Job Description
Major Functions:
Under the direct supervision of the Program Co-Manager, the Program Associate will be responsible for planning, implementation, monitoring, and reporting of the Terai Arc Landscape Program. S/he works in close coordination with all major partners and other stakeholders from local to provincial levels to ensure maximum project output.
Major Duties and Responsibilities:
- Planning
Provides support to the Program Co-Manager in preparing annual work plans for the TAL program and clusters in consultation with the program team. Develop and maintain budget sheets for the program and clusters and track periodic progress. Assists in developing concept notes for proposal writings.
- Program Implementation
Provides technical support to field supervisors and sub-grantees for the implementation of program activities. Assists in preparing ToRs and agreement documents related to the program. Also, communicates with donors for all programmatic concerns of projects.
- Monitoring and Evaluation
Working closely with the Program Co-Manager and Monitoring and Evaluation unit for regular monitoring of the project activities at output level. Provide timely feedback to the supervisor and team on the activity implementation to maintain quality and standards. Maintain database of the program, clusters, and donors in close coordination with the Landscape team and MEL team. Organize joint monitoring events with donors and government representatives at local and provincial levels.
- Reporting
Prepare quarterly, bi-annual, annual, and periodic technical reports of the TAL and respective donor-wise reports in close coordination with WWF thematic and crosscutting units. Provide technical support to field supervisors and sub-grantees in writing quality reports.
- Coordination
Coordinate with implementing partners for implementation and monitoring of the annual work plan progress. Coordinate with WWF crosscutting units and partner organizations for planning and monitoring.
- Administration
Provides logistical support to the implementing partners and assists in organizing donor visits, meetings, communication and liaison with partners, production of meeting agendas and minutes, etc.
- Communication
Supports to document success stories and lessons learned from TAL, and other communication work as needed in coordination with communication and knowledge management team.
- Other Duties
Other tasks may be assigned as necessary according to Program needs.
Supervisory Responsibility: None
Working Relationships:
Internal – Works closely with supervisor, Program Manager, TAL, and WWF Nepal staff. Also works closely with field-based staff to advise and coordinate project activities and to obtain and disseminate information.
External – Interacts regularly with Service contractors and Consultants. Regularly interacts with TAL Project Offices.
Qualifications
Knowledge: Bachelors in Forestry, NRM, Environmental Science or a related field is required.
Experience: Minimum 2 years of relevant working experience in the field or project experience in natural resource management and community-based conservation.
Skills and Abilities:
- This position requires strong organizational skills with the ability to multi-task and keep track of priorities.
- A self-starter with the ability to take initiative as needed and work well under minimal supervision.
- Good communication skills including written English; experience with donor reporting a strong advantage.
- Project monitoring experience will be a strong advantage.
- Strong interpersonal and team-player skills are essential.
- Working knowledge of one local language will be an added advantage.
- Skilled in Microsoft Office package.
Additional Information
Interested applicants are requested to apply for the position by 17:00 hours on December 3, 2024. Only shortlisted candidates will be informed.
Please do not click on “Apply with Indeed” button once you start the application process.
All your information will be kept confidential according to EEO guidelines.
WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.
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