Administrator
Himalayan Health Care
Total years of experience :12 years, 11 Months
Finance & Administrative Function
• Provide administrative support to the overall effective functioning of an organization
• Draft general and administrative correspondence ensuring quality control of outgoing documents. Maintain a proper filing system for all the important, incoming/outgoing documents and easily retrievable when and wherever necessary.
• Provide support for the travel plan to the program team including travel arrangements, accommodation, calculation of daily allowances, preparing travel requisition forms, and ensuring the right budget is charged for the concerned travel. Ensure all the travel reports are prepared and filed properly with their outcomes.
• Keep track of updated policies and procedures and circulate it among all the project staff regarding HR, procument, government rules and regulations ensuring all the procedures are followed.
• on the procurement process and ensured quality assurance
• Processed invoices ensuring all the supporting documents are attached and checked if the documents are approved by authorized officials before submitting for the final payment
• Checked and verified that all the expenses are within the aligned budget before submitting them to the finance department for posting
• Support monitoring of programme implementation by providing necessary financial information, planning and implementation rate.
• Prepared project documents to be submitted to the Social Welfare Council for the approval
• Calculated TDS from deducted sources before the payment is made to the vendors
• Processed the payment for tax clearance in Inland Revenue Department on a timely basis
• Worked as a focal person to deal with Auditors and prepared necessary documents required for the auditors.
• Providing accounting functions such as raising requisitions & paying invoices, and generating payment vouchers with correct budget headings.
Procurement
• Adhered to UN procurement procedures and obtained the required approvals before orders were placed
• Acted as Chair for bid opening and ensured initial screening of bids as per the procurement policy.
• As a warehouse focal point, maintain inventory records, oversee receipts and dispatches, storekeeping and preparation of inventory reports of commodities and emergency supplies.
• Take lead in initiating the procurement of communications/visibility materials ensuring the use of correct solicitation documents in line with procurement policy.
• Actively participated in physical verification and auction (disposal) of asset items
• Procured and handled all the visibility materials for events.
Logistics/Operational Management
• Reviewed incoming correspondence, translated nepali documents and drafted responses or passed them to the appropriate person for action.
• Organized official retreats, meetings, workshops, and training for UNFPA staff, took minutes and circulated them to all the staff and followed up on action required.
• Responsible for maintaining the Corporate document management system in IDOCs.
• Coordinated the preparation and submission of FACE (Financial Approvals, Commitments, and Expenditures) documents
• Coordinated with Monitoring and Evaluation officer to ensure accuracy and compliance with organizational and donor guidelines in all financial submissions
• Facilitated communication between finance, program, and administrative teams to streamline FACE processes
• Worked with programme personnel to maintain inventory records and monitor emergency supplies for distribution.
• Managed domestic and international travel arrangements for the Representative and other staff.
• Acted as a conduit for the dissemination of information from the Representative to staff and external partners
• Worked with the Advocacy and Communications Officer to develop a work plan & budget. Procured and maintained the dispatch and record keeping of all the visibility materials.
• Handled the shipment for the Representative and Deputy Representative during their arrival and departure for their new posting.
• Supervised and managed the vehicle movement for representative.
Finance
• Coordinated with Programme Associates on budget, work plan, and financial expenditures.
• Prepared requisition for Representative’s travel, and receipt of travel-related PO’s.
• Managed Institutional Budget, prepared all the documents for timely payment ensuring all the budget lines are correct.