Habitat for Humanity Nepal Vacancy for Finance, Administration and Logistics Officer
Position: Finance, Administration and Logistics Officer
Project: Humanitarian Response, Recovery and Resilience (HR3)
No. of vacancies: 1 (One)
Date of Announcement: 11 September 2026
Duration: One Year
Location: HR3 project field office, initially serving Rasuwa and Nuwakot, with regular travel between field locations, suppliers, warehouses and Kathmandu; potential deployment to Dhading.
Reports to: Project Implementation Lead
Supervises: no direct reports initially unless assigned later
Travel / deployment: Frequent with surge travel for procurement, dispatch and distribution.
About Habitat for Humanity Nepal
Habitat for Humanity Nepal is an international non-governmental organization that is driven by the vision that everyone deserves a decent place to live. Our partnership with communities, governments, private sector including entrepreneurs and financial institutions, youth networks, and academia, allows us to serve low-income families by improving habitability, tenure security, access to basic services and affordability of housing solutions.
Our integrated programming serves to benefit 3 million people over the next three years, through direct and incremental construction, affordable housing finance, affordable construction technologies and services, and evidence-based policy advocacy for housing adequacy as a fundamental right. Responding to the root causes of inequity in the housing ecosystem, Habitat Nepal leads with a systems-strengthening approach, facilitating development of inclusive housing markets, removing key policy barriers and empowering communities through people-centered approaches, for a stronger and more equitable housing ecosystem.
About the Project
Habitat for Humanity Nepal works with communities, governments and partners to advance safe, adequate and resilient shelter and housing. Following the 2026 flash floods, the Humanitarian Response, Recovery and Resilience (HR3) Project supports a pathway from emergency shelter to early recovery and safer, climate- and disaster-resilient housing. Initial implementation will focus on Rasuwa and Nuwakot, with Dhading or other approved affected locations added as needs and funding evolve.
Position Overview
The Administration, Finance and Logistics Officer is responsible for ensuring effective financial management, administration, procurement, logistics, and compliance for the HR3 Project. The position supports project budgeting, financial reporting, partner NGO oversight, procurement and supply chain management, inventory and asset control, fleet coordination, and field operations.
Working closely with project teams, PNGOs, suppliers, and Habitat Nepal support functions, the Officer ensures that project resources are managed efficiently, donor and organizational requirements are met, and timely operational support is provided to humanitarian and recovery activities. The role also contributes to risk management, audit readiness, compliance monitoring, and partner capacity strengthening to support accountable and effective project delivery.
The role requires frequent and sometimes extended travel to remote, disaster-affected locations; work in changing weather, access and security conditions; and flexibility to support urgent operations outside normal hours when authorized.
Essential Duties and Responsibilities:
Budgeting and Financial Planning
Prepare and support the development and revision of project budgets in compliance with internal policies and donor guidelines, in close coordination with relevant programs and support teams and PNGO.
Conduct first-level review of PNGO budgets to ensure compliance with donor and internal requirements and provide technical support in coordination with program teams and PNGOs.
Prepare spending forecasts for the remaining project period based on actual expenditures, close-out trends, and key dependencies; monitor budget allocation and utilization for both PNGOs and Habitat to ensure expenditures remain within approved limits and provide monthly reports to relevant authorities to support proactive planning and decision-making.
Prepare monthly budget phasing for project and upload the same into the F&A software, ensuring accurate reflection of dimension codes and the Chart of Accounts (CoA).
Financial Recording, Payments & Reporting
Extract financial transactions from the F&A software to prepare monthly internal donor financial reports, including Budget vs Actual (BvA) analysis, and circulate to budget holders and project lead to support financial visibility, variance analysis, and informed decision-making and collect justifications for variances, spending forecast for preparing projected financial outlook for the project , proactively flag financial risks, and support planning of corrective actions.
Prepare periodic donor financial report and submit them to the relevant personnel within the set timeline for review and approval prior to donor submission.
Ensure the project financial reports are submitted by PNGO within the timeline.
Maintain reconciliation controls between transaction listings extracted from the F&A software and donor financial reports.
Prepare monitoring reports in accordance with internal policies for PNGO monitoring visit.
Conduct first-line review of PNGO financial reports to ensure accuracy and compliance.
Ensure all financial transactions are adequately reviewed and approved in accordance with delegated authority levels before recording in the accounting system and processing payments.
Process and record financial transactions, advances, settlements, partner disbursements, and statutory deductions accurately and within established timelines and workflows.
Maintain complete and organized financial documentation for all project transactions, including supporting documents from partner NGOs (PNGOs), in both physical and electronic filing systems.
Verify the completeness, accuracy, and compliance of supporting documents prior to transaction recording, settlement, and payment processing.
Ensure timely reconciliation and tracking of advances, partner disbursements, and statutory obligations to support accurate financial reporting and compliance.
Maintain, update, and regularly circulate the project asset and inventory registers, as well as the procurement tracker, in coordination with relevant teams and PNGOs monthly.
Fund Management
Maintain detailed project-wise fund inflow and outflow trackers, monitoring actual expenditures against approved budgets to ensure adequate fund availability for project implementation.
Proactively coordinate with the Finance team to initiate fund transfer requests in line with donor agreements and cash requirements.
Support in preparing and regularly updating project cash flow forecasts in coordination with Project Implementation Lead, program, operational teams and Partner NGO.
Ensure timely utilization and disbursement of project funds in accordance with donor compliance requirements and Habitat’s policies and guidelines.
Compliance
Ensure that all project expenditures and procurement activities of Habitat and PNGOs comply with applicable local laws, internal policies, and donor guidelines.
Assist in conducting PNGO appraisals and due diligence assessments in line with organizational and donor requirements.
Conduct regular on-site and off-site monitoring of PNGO and project sites, prepare monitoring reports, and support the development and follow-up of corrective action plans.
Ensure proper filing and retention of all grant and sub-grant documentation, both in hard copy and electronic format, in compliance with internal policies and donor requirements.
Project relevant tax deducted at source are deposited and verified within the statutory timelines
Track, maintain, and report on the status of outstanding audit recommendations and follow-up actions.
Ensure timely submission of donor financial reports to the relevant personnel for quality review, enabling on-time submission to donors.
Monitor sub-grant closeout processes, ensure receipt of closeout documentation from PNGOs within agreed timelines, and provide feedback and corrective guidance as needed.
Ensure that all applicable compliance requirements are effectively adhered to by the PNGOs.
Support PNGO due diligence, budget review, financial monitoring, capacity strengthening, close-out and corrective action.
Cash and operational risk controls
Support safe payment arrangements for conditional cash, rental or repair assistance through approved financial service providers and verified payment lists.
Separate participant verification, payment authorization, payment execution and reconciliation roles; investigate discrepancies only within assigned finance/compliance procedures.
Maintain operational risk and issue logs covering cash, fraud, vendors, stocks, transport, access and statutory compliance and propose practical controls.
Administration & Operations
Support overall project administration to ensure smooth day-to-day operations at project field offices and sites.
Coordinate administrative processes in alignment with organizational policies and donor requirements.
Emergency procurement and supply chain
Develop and update a procurement and logistics plan linked to technical specifications, field schedules, access constraints, warehouse capacity and cash forecasts.
Conduct compliant vendor sourcing, market checks, quotations/tenders, evaluations, contracting and purchase processing; document emergency procurement justifications and approvals where applicable.
Coordinate transport, route planning, loading, dispatch, proof of delivery and distribution logistics for shelter kits and construction materials, including contingency routes and weather/access monitoring.
Ensure goods are inspected against approved technical specifications and quantities at receipt and before dispatch, with discrepancies documented and resolved.
Maintain supplier performance records and escalate collusion, conflicts of interest, price anomalies, delivery failures or quality concerns.
Asset and Inventory Management
Maintain and regularly update asset and inventory registers for project-related items.
Ensure proper coding/tagging of assets and inventory in accordance with organizational policies.
Conduct periodic physical verification/counts and reconcile discrepancies.
Monitor asset movement, usage, and disposal processes.
Store Management
Oversee proper store management practices, including receipt, storage, issuance, and record-keeping of materials.
Ensure stock levels are maintained and reported regularly.
Logistics Support
Provide logistical support for project activities including training, workshops, and field operations among others.
Coordinate travel, accommodation, and event arrangements as required.
Vehicle Management
Maintain vehicle utilization records including logbooks, fuel consumption, and maintenance schedules.
Track and document vehicle repairs, servicing, and insurance compliance.
Ensure vehicles are used in accordance with organizational policies.
Office Supplies & Facility Support
Manage procurement, tracking, and distribution of office supplies and consumables.
Ensure efficient office facility management for project staff and operations.
Coordination and stakeholder engagement
Coordinate daily with project, technical and MEAL colleagues so procurement, cash, transport and staffing plans match verified needs and implementation sequences.
Liaise with suppliers, transporters, warehouses, banks/financial service providers, partners and local authorities on compliant and timely operations.
Coordinate with Habitat Nepal Finance and HR/Admin teams for approvals, accounting, taxation, insurance, recruitment/onboarding support and policy interpretation.
Provide operational data for donor reports and coordination discussions without releasing confidential commercial, personnel or participant information.
Other Responsibilities
Assist in the preparation and processing of sub-grant agreements and amendments.
Support and coordinate internal, external, donor, and statutory audits.
Perform any other duties assigned by the Supervisor in line with the role and organizational needs.
Education, Professional Experience, and Skill Sets
Education and Professional Qualification
Bachelor’s degree in management, Finance, Accounting, or a related discipline from a recognized academic institution.
Part-qualified or semi-qualified professional certifications in Accounting or Finance (e.g., CA, ACCA, CPA, CMA or equivalent) will be considered added advantage not a mandatory requirement.
Professional Experience
At least four years of combined finance, administration, procurement or logistics experience, including at least two years in a humanitarian, donor-funded, field-based or similarly time-critical environment.
Preference will be given to candidates with demonstrated experience working in National or International Non-Governmental Organizations (NGOs/INGOs) or donor-funded Humanitarian projects.
Proven experience in project budgeting, donor financial reporting, and PNGO financial management, including sub-grant oversight.
Sound working knowledge and practical experience in the application of relevant statutory and regulatory frameworks, including taxation laws, labor laws, Social Welfare Council (SWC) Acts, and other applicable national regulations.
Hands-on experience in financial management functions, including budgeting, reporting, accounting, financial record keeping, internal control systems, audit coordination, compliance monitoring procurement files, vendor management, stock/warehouse controls, transport and assets.
Demonstrated ability to organize rapid procurement and last-mile delivery while maintaining documentation and internal controls.
Technical and Functional Skills
Strong proficiency in financial budgeting, financial reporting, cash flow management, and financial analysis, with the ability to interpret and communicate financial information effectively to non-finance stakeholders.
Strong expertise in procurement, contract administration, inventory and warehouse control, fleet and logistics management, and audit readiness.
Experience working with donor-funded financial systems and reporting requirements, including compliance with donor-specific guidelines and timelines.
Practical experience using accounting and financial management software; prior experience with SUN 6 and/or FAMAS will be a distinct advantage.
Advanced proficiency in Microsoft Office applications, particularly MS Excel, PowerPoint, and Word; familiarity with data visualization and digital tools such as Power BI and organizational Copilot tools is highly desirable.
Working knowledge and practical experience in using MS SharePoint or similar document management systems for financial and compliance documentation management.
Strong analytical, coordination, and communication skills, with the ability to engage effectively with program teams, partner organizations, donors, and regulatory authorities.
Ability to manage multiple priorities, meet tight deadlines, and work collaboratively in a multi-project and multi-stakeholder environment.
Safeguarding
In accordance with its foundational mission principles, Habitat for Humanity International is committed to the highest ethical standards and opposes all forms of discrimination, exploitation, and abuse. We intend to create and maintain a work and living environment that is safe, productive, and respectful for our colleagues and for all we serve. We require that all staff take seriously their ethical responsibilities to Safeguarding (Child Protection, Prevention of Sexual Exploitation Harassment and Abuse) our intended beneficiaries, their communities (especially children), and all those with whom we work. In line with the prevention of sexual exploitation and abuse, all staff must pass a thorough background screening, police check and will be held accountable to upholding our policies around ethical behaviour, including safeguarding and whistleblowing. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.
Habitat for Humanity Nepal is an equal opportunity organization. Women, persons with disabilities, marginalized and disadvantaged communities are encouraged to apply.
Application submission deadline is 15 September 2026.
Human Resources Department, Habitat for Humanity Nepal
We strive to keep our recruitment process consistent and fair. Only shortlisted candidates will be notified.
To Apply Visit: merojob.com