Plan International Nepal Vacancy for Finance and Operations Coordinator-Grants

Functional Area: Finance & Operations

Direct Reports to: Sr. Finance & Operations Manager, USAID Equity and Inclusion in Education

Location: Regional Office West-Surkhet

Travel required: Yes 

Grade: C2

Type: Open to all applicants, Fixed term employment until Dec 2025; based in Regional Office West-Surkhet.

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International has worked in 42 districts in Nepal since 1978. 

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

USAID Equity and Inclusion in Education (EIE) is a five-year project set to implement in Karnali and Madhesh Province with the objective of contributing to reduce barriers to access and retention in grade 6-10; improve quality education for marginalized children; and ensure quality implementation of disbursement linked indicators related to equity and inclusion activities under School Education Sector Plan (SESP). The project will be implemented in approximately 1800 schools spanning 215 LGs across 18 districts of Karnali and Madhesh Province.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The Finance and Operation Coordinator provides overall financial, grants & compliance and operational support to the project. S/he will support in financial reporting on grant performance, budgeting, administrative support and monitoring project expenses in accordance with relevant USAID regulations and in line with Plan’s policies and procedures.  

Description

DIMENSIONS OF THE ROLE

Reports to: Sr. Finance and Operations Manager, USAID Equity and Inclusion in Education

Budget Accountability:  N/A 

Number of direct reports: 2 (Drivers)

External relationships and representation 

ACCOUNTABILITIES

Financial management and Reporting 

• Assist in the development and finalization of project budget, forecasts and realignment.

• Coordinate the development of the monthly grant financial report, maintain accuracy and share it with relevant stakeholders. 

• Ensure project expenses are reasonable, cost-effective, and comply with USAID procurement rules and regulations, support donor auditing procedures.

• Maintain control processes to ensure that financial resources are managed in accordance with the donor requirements and the conditions in coordination with Grant Compliance team. 

• Coordinate all fund requests in coordination with program team and share them to CO within the required deadline.

• Review documents for VAT reimbursement, ensure eligibility and liaise with USAID/ Inland revenue Department as appropriate.

• Provide support during the audit process by furnishing the documents required.

• Review of the financial claims from USAID EIE project staffs before posting into the system.

Partnership Management and Support

• Regular review of partner’s financial report to ensure accuracy and completeness.

• Conduct periodic visit to partner’s office reviewing their control system, supporting documents to ensure compliance with the applicable policies and procedures.

• Review partners' proposals, agreement and ensure adequate approvals are taken.

• Ensure proper maintenance of partner’s agreement file and report.

• Support partners in preparing action plans for identified risks/weakness. Monitor to ensure actions plan are implemented on time.

• Contribute to capacity building of local partners in administration and financial management.

Administrative Operations

• Streamline administrative processes to enhance efficiency and productivity.

• Coordinate office space management, including workspace allocation and utilization.

• Oversee logistics for meetings, events, and travel arrangements.

• Provide administrative and financial support in the events/workshops/seminars/trainings conducted under USAID EIE project.

Fleet Management

• Day to day operation of the fleet upon request by program staff and from partners.

• Supervise the maintenance and repair of the organization's vehicle fleet.

• Develop and implement preventive maintenance schedules for all vehicles.

• Ensure compliance with relevant regulations, including vehicle licensing and insurance.

Asset Management

• Maintain an accurate inventory of assets, including office equipment and vehicles under USAID EIE project.

• Implement tracking mechanisms to monitor asset usage, movement, and disposal.

• Conduct periodic audits to verify the status and condition of project related assets.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Education qualification and experience

• Bachelor’s degree in relevant financial or international development field. 

• Minimum of 3 years in similar financial, compliance, or operational role supporting USAID and international donor projects; Dedicated experience operating projects in field will be an added advantage.

• Experience with budgeting and financial reporting requirements on multimillion-dollar USAID-funded projects.

• Strong knowledge of generally accepted accounting practices, financial reporting standards, financial management processes and procedures.

• Familiarity with USG Federal Acquisition Regulations and USG contracting rules.

• Strong organizational and interpersonal skills and ability to solve complex problems.

• Ability to write, communicate, and prepare contractual documents clearly in English.

Skills Required

• Develop annual workplan budgets; oversee effective budget planning; develop and implement budgeting and financial reporting processes to meet project financial management, forecasting, and USAID award reporting requirements.

• Sound knowledge of budget development and spreadsheet maintenance and financial reporting.

• Ability to prioritize, work independently, understand and apply policies and procedures. 

• Sound knowledge of income tax Act and VAT rules in relation to TDS and remuneration tax and tax return files. 

• Ability to develop finance management capacity in others and promote the importance of solid financial controls internally and to partners. 

• Demonstrated analytical, strategic thinking and problem-solving abilities.

• Demonstrated ability to build positive and trustworthy relations with diverse stakeholders.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.

• Holds self and others accountable to achieve the highest standards of integrity.

• Consistent and fair in the treatment of people.

• Open about mistakes and keen to learn from them.

• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.

• Creates a climate of continuous improvement, open to challenge and new ideas.

• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

• Builds constructive relationships across Plan International to support our shared goals.

• Develops trusting and ‘win-win’ relationships with funders, partners and communities.

• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential

• We respect all people, appreciate differences and challenge equality in our programs and our workplace

• We support children, girls and young people to increase their confidence and to change their own lives. 

PHYSICAL ENVIRONMENT

• This position is based in Regional Office West (Surkhet), with frequent travel to project locations as necessary

LEVEL OF CONTACT WITH CHILDREN

• Low Level: Less interaction with children 

"Say Yes ! To Keeping Children and Young people safe and Protected"   

Application Deadline: Thursday 25th July, 2024


NOTE: Applications are solely accepted through People2People online application procedures. Only shortlisted candidates will be contacted for further selection process. Canvassing at any stage of processes shall lead to automatic disqualification.

Due to urgent priority to fill in the positions, recruitment can be held on a rolling basis and Plan International reserves the right to select a candidate prior to the deadline. Plan International Nepal invites all the applications including female candidates with priority from minority and youth groups for this position.

In recognition of the various needs of People with Disability (PWD), please reach out to People 2 People for direct application submission process.

To Apply Visit: p2p.com.np