The document outlines the major responsibilities of an accounting role for the European Commission DG for Humanitarian Aid and Civil Protection (ECHO) in Nepal. The responsibilities include: 1) Managing day-to-day financial activities such as bookkeeping, financial reporting, and ensuring documentation is accurate. 2) Preparing budgets, monitoring expenses, and ensuring spending stays within budget lines. 3) Administrative tasks such as managing contracts, supplies, staff files, and performance reviews. 4) Inventory management including procurement, record keeping, and asset tracking. 5) Assisting with internal audits by preparing documents and reports.

1. EUROPEAN COMMISSION DG FOR HUMAITARIAN AID AND CIVIL PROTECTION (ECHO)
Uttardhoka Sadak, Lainchaur Kathmandu, Nepal Tel No.: +677 1 4439120 www.europa.eu.int
Major Responsibilities Includes:
Accounting:
- Responsible to manage day to day financial activities of the programs; book keeping, vouching, posting and
reporting
- Received of Invoice, booked as per financial circuit of European Commission’s/Nepal Administrative and
financial Manual
- Ensure adequacy and correctness of the supporting documents
- Arrange correctness journal/non cash transaction in office and HQ for the settlement.
- Coding on all vouchers, cost center and prepare necessary adjustments for different transactions.
- Maintain proper and secure filing system related to all financial and logistics
- Work and collaborate closely with the different teams to ensure consistent in service delivery
- Identified the exchange, loss and gain before starting the transaction for the month and adjust appropriately as
passage entry for the month
- Made rectifying entry to make the system fair when required
- Prepare payrolls and distribute to the staff members according to the rules of Income TAX-TDS
Finance & Budget Management:
- Submit monthly financial fins up report with necessitated annexes within timeframe
- Monthly finance planning, preparing budget forecast, budget review and requested for the amendment to
Regional Support Office
- Provide line wise budget information to staffs and supervisors
- Ensure the expenditures related to admin, staffing, monitoring and development within the budget line
- Monitor bank transaction & ensure availability of funds in operational accounts
- Prepared every month bank reconciliation for the operational bank accounts/replenishment bank accounts
- Maintained appropriate cash reserve at the end of the month in bank account and Petty cash Box
- Assist in the preparation of budget for next year and necessitated amendment for the current year
- Regularly update the Office Head about the project spending status to avoid overspending or under spending
of the project budget
- Maintain and management of petty cash box
Administration & HR:
- Prepare of the draft Contract, Amendment & Administrative Request for Authorization (ARA), for insurance,
Securities, Office rent, Internet connection, staff contracts, and maintenance and for necessitated ad hoc
expenditure etc.
- Prepared of the draft (final) termination/extension letters belongs to rent, employment & service
- Made Correspondence & followed up for the quotation, tender & Visas
- Reviewed & maintained proper records of office utilities like rent, telephone, electricity water and making
timely payment
- Responsible for the timely distribution of office supplies to the every department
- Maintain all files related to finance, staff personal file, contract/service file and labeling it
- Made necessary Visa application and coordiantion with goverment agencies
- Updated staff leaves records
- Preparing Staff performance appraisal annually.
- Translated and interpreted of documents from Nepali to English and English to Nepali on need basis
- Prepared mission request form, mission advance request form & replenished the mission after returned
- Take initiatives in case of trouble shooting in IT for the office
- Coordinated built the relation with the local bank authorities and EU Delegation, Regional Support Office,
Head Office in order to get swift feedback for the progress.
- Checked/Monitored log sheet of telephone, fuel, generator & AC maintenance and office Car servicing.
Inventory & Procurement:
- Responsible to keep all inventories updated and labeled
- Prepared monthly inventory reports and procurement plan for supplies of the office
- Assisted in quotation collection and floated to tender for the annual procurement
- Facilitate in the procurement of project and official materials collaboration with logistic department
- Analyze on the cost effectiveness and delivery of the materials as per the provided specification
- Maintain a proper record of the suppliers and update regularly
- Prepare records of the disposable and non-disposable items in order to recommend for the further action
auction or donate with proper justification and analysis

2. EUROPEAN COMMISSION DG FOR HUMAITARIAN AID AND CIVIL PROTECTION (ECHO)
Uttardhoka Sadak, Lainchaur Kathmandu, Nepal Tel No.: +677 1 4439120 www.europa.eu.int
Auditing/Monitoring
- Assist in internal auditing for financial management and administrative procedures
- Prepare the list of requirements for pre-audit and get the relevant information from Head of Administration and
Desk Officer –HQ
- Fins up and collect the documents and Financial Reports required to audit.
- Regularly monitor the financial transactions to ensure the financial activities are in place and in order