Finance & Compliance Assistant, Terai Arc Landscape & Conservation Programs

Under the direct supervision of the Finance & Administration (F&A) Officer, Terai Arc Landscape and Conservation Programs (TALCP), the Finance and Compliance Assistant will be responsible for supporting the project finance, administration including logistics support and coordination for successful implementation of project activities complying with the applicable policies, procedures and provisions outlined in the Grant Agreement and the Project Operation Manual (POM). S/he will be based in Dolpa, with potential extended stay in upper Dolpa (Buddha and Mukporong BZUCs).

Major Duties and Responsibilities:

1. Finance and Administration Support  

• Support the F&A Officer to draft service contracts, sub-grant on-boarding process, consulting agreements, and secure signatures and distribute documents to appropriate parties.  
• Support for providing financial and administrative support to the field project, including travel requests, settlement, and payment processing.
• Support in arranging the proper functioning of the field project office.

2. Travel, Logistics, and Procurement facilitation

• Provide logistics assistance to the program staff responsible for travel and the workshop meeting.
• Coordinate/negotiate with vendors, transport operators, hotels, and other relevant service providers.
• Support to manage utilities, supplies, communication, maintain requisition placement, and inventory management.
• Support for vendor listing, selection, and contract management.
• Support the procurement of goods & equipment required by the program for the delivery of the project.                                          

3. Financial Reports

• Assist the F&A Officer in following up on the acquisition of periodic financial reports as well as other deliverables from the partners and sub-grantees.
• Assist in compiling periodic financial reports of project activities implemented by the Project partners and grantees.

4. Financial Monitoring

• Capacitate and provide hands-on support to sub-grantee partners on financial management and compliance assurance.
• Support systematic documentation and management of community endowment funds.
• Support the F&A Officer to conduct financial monitoring of the sub-grantee partners.
• Alert the F&A Officer for any delay in or incomplete financial reporting or any unusual variance in financial report including overspending and reporting of unallowable expenditure, etc.

5. Human Resource (HR) Management Support

• Support the F&A Officer for human resource management, including compliance with HR policies and procedures in the project.
• Assist in maintaining employee records, including leave records and time sheets
• Maintain information and files of all financial and administrative aspects of the project, including agreements.

6. Support in implementation, including organizing meetings and workshops

• Support field staff and sub-grantees in the implementation of planned activities in the field.
• Support in organizing meetings for the project.
• Prepare minutes and ensure documentation of participants in the event. 
• Reviews and checks the related bills and passes them on to the F&A Officer for payment.

7. Audit Preparation and follow up on Recommendation.

• Support the F&A Officer to carry out project audit, ensuring auditing standards.

8. Other Duties

• This job description covers the main tasks and conveys the spirit of the tasks that are anticipated proactively. Other tasks may be assigned as necessary, related to project finance and compliance, according to the project's needs.

Supervisory Responsibility: None

Working Relationship

Internal: Works closely with TALCP project staff and field-based partners.

External: Coordinate and engage with local implementing partners, government agencies, and other stakeholders.