Administrative and Finance Assistant

Job description: Administrative and Finance AssistantLocation: Province Office in Madhesh, JanakpurReports to: Provincial CoordinatorJob SummaryThe purpose of the position is to assist the provincial coordinator in project administrative and financial management duties in the province project office. Administrative and financial assistant reports directly to the provincial coordinator. Main dutiesTake care of daily administrative functions of TECSES provincial office . Maintain office premises keys, security, and facilities to ensure cleanliness. Carry out procurement process locally in province office based on approved PR and/or event TOR following policy and procedure. Assist provincial coordinator in project administrative and financial issues in province project office.Play a key role in maintaining internal control environment in province office. Communicate regularly in financial and administrative issues with finance and operation team members in PSU. Responsible for reporting control deviations to Finance and operation lead.Ensure compliance with internal procurement policies and documentation standards.Collect, review, and process vendor invoices for payment along with all supporting documents. Confirm vendor receives payments on time and update invoice tracker. Maintain an updated database of suppliers and service providers.Arrange transportation and accommodation for staff travel and events.Support incoming international TAs on their arrival, in their daily settlement in the province and coordinate their travelling to provincesSupport planning and execution of internal meetings, workshops, training, and public events.Handle logistics such as venue booking, catering, equipment setup, and materials preparation.Responsible for collecting, reviewing, and processing participants' payments as per project Norms for the workshop. Ensure participants receive payment within a week of event completion. Maintain and update stocks/equipment registers. Schedule and track vehicle usage, maintain vehicle logs and ensure availability for field activities.Responsible for archiving electronic and hard copy of financial and other key documents including procurement files, contracts, meeting minutes etc.Support to prepare, implementation and revision of the province budgetAssist communications officer in communications matter as per needed Submit reports to PSU as and when required.Undertake any other responsibilities as instructed by the Line/Technical ManagerIn addition, the employee is expected to perform any task reasonably assigned by the line manager.Key Skills and CompetenciesTeamwork & CollaborationConfidentiality & IntegrityCommunication and Interpersonal SkillsPlanning and organizing SkillsProven skill in Procurement & Logistics management.Basic Financial and Accounting skillsProblem-SolvingTime ManagementAttention to DetailAdaptability & FlexibilityFamiliarity with and motivation to work in Madhesh province. Qualifications and ExperienceBachelor's degree in business administration, Logistics, or related field.Minimum 4 years of relevant experience in administrative or operational support roles in similar organizations.Experience in Workshop and Events management is a must.Experience in a multicultural environment; donor funded projects is required.Familiar with Global Procurement, Logistics and/or Invoice processing systems will be an advantage.Proficiency in MS Office (Excel, Word, PowerPoint, Outlook etc.); Fluent in English; additional languages are an asset.