1-SOW Consultant for Finance Officer Position.pdf

STATEMENT OF WORK

Finance Officer Maternity Coverage Consultant

1. Background

Ipas Nepal requires temporary finance capacity to ensure continuity of essential financial operations, partner financial management, compliance, and financial reporting during the Finance Officer's maternity leave.

Ipas Nepal therefore intends to engage a Finance Officer Coverage Consultant for a period of four months, from 1 November 2026 to 28 February 2027, to provide operational and technical finance support and ensure the timely completion of routine finance activities.

2. Purpose of the Consultancy

The purpose of this consultancy is to provide temporary coverage for essential Finance Officer functions during the maternity leave period. The consultant will support financial operations, financial documentation, partner financial management, compliance, reporting, and related finance activities under the direct supervision of the Finance and Sub-grant Coordinator.

The consultancy is intended to ensure continuity of finance operations and timely support to Ipas Nepal staff and partner organizations during the assignment period.

3. Scope of Work

The consultant will undertake the following responsibilities under the guidance and supervision of the Finance and Sub-grant Coordinator:

3.1 Financial Operations, Systems and Reporting

• Process financial transactions in Workday and ensure completeness of supporting documentation.

• Maintain accurate financial records, vouchers, filing systems, and supporting documentation.

• Prepare payment requests, advances, settlements, journal entries, and reconciliations.

• Prepare bank reconciliations and support monthly and annual financial closing activities.

• Maintain fixed asset and inventory records as assigned.

• Prepare financial reports and expenditure summaries and support financial reporting requirements.

• Support improvement and maintenance of finance processes, systems, templates, and tools.

3.2 Budget, Sub-grant and Partner Financial Support

• Follow up with partner organizations regarding financial reports, supporting documentation, and outstanding requirements.

• Conduct preliminary review of partner financial reports and supporting documents before submission to the supervisor for final review.

• Monitor partner budget utilization and expenditure alignment and highlight significant variances or concerns to the supervisor.

• Support partner financial assessments, onboarding, and due diligence processes.

• Track and follow up on agreed actions arising from partner monitoring and financial reviews.

• Provide routine finance support and basic financial capacity-building support to partner organizations.

3.3 Monitoring and Field Support

• Support monitoring of partner budgets and expenditures for accuracy and compliance.

• Assist with due diligence assessments and periodic partner monitoring activities, as required.

• Document observations and follow-up actions arising from monitoring activities.

• Provide routine finance support to staff and field teams.

3.4 Payroll, Tax and Compliance

• Support payroll processing, including verification of salaries, deductions, and statutory contributions.

• Support timely deposit and documentation of applicable taxes and social security contributions.

• Review supporting documents for completeness and compliance before processing.

• Ensure assigned transactions comply with organizational policies, donor requirements, and applicable statutory requirements.

• Maintain compliance and audit trackers and follow up on outstanding matters.

3.5 Staff and Partner Finance Support

• Provide routine guidance to staff and partners on finance processes, documentation, and reporting requirements.

• Respond to routine finance-related queries and escalate matters requiring supervisory review or decision.

• Support development and updating of finance templates, tools, and guidance materials.

• Coordinate with relevant internal teams to facilitate timely completion of finance-related activities.

3.6 Documentation and Handover

• Maintain complete and organized electronic and hardcopy finance documentation in accordance with Ipas requirements.

• Ensure finance trackers, records, pending actions, and relevant correspondence are kept up to date.

• Maintain appropriate documentation of decisions, reports, and other official finance records.

• Prepare a comprehensive handover at the end of the consultancy covering pending transactions, partner financial reports, reconciliations, compliance matters, audit follow-ups, and other outstanding finance activities.

4. Key Deliverables / Expected Outputs

The consultant is expected to deliver the following during the consultancy period:

1. Financial transactions and related supporting documents processed accurately and within applicable timelines.

2. Updated financial records, reconciliations, trackers, and filing systems.

3. Timely support for monthly financial closing and reporting activities.

4. Preliminary review and follow-up of partner financial reports and supporting documentation.

5. Timely support for payroll, tax, statutory compliance, and audit requirements.

6. Complete and organized handover documentation at the end of the consultancy.

5. Reporting and Supervision

The consultant will report directly to the Finance and Sub-grant Coordinator and will work closely with the Finance Unit and relevant program and operational teams.

The consultant will be responsible for carrying out assigned operational and technical finance activities. Matters requiring approval, significant financial judgment, interpretation of policy, or management decision will be escalated to the Finance and Sub-grant Coordinator.

6. Duration

The consultancy will be for four months, commencing on 1 November 2026 and ending on 28 February 2027.

7. Duty Station

The primary duty station will be the Ipas Nepal Central Office, Kathmandu.

Any travel required for partner monitoring, field support, or other consultancy-related activities will be undertaken only when assigned and approved in accordance with applicable Ipas policies and procedures.

9. Compliance, Ethics and Safeguarding

The consultant will be required to comply with applicable Ipas policies, procedures, code of business ethics and conduct, safeguarding requirements, Prevention of Sexual Exploitation and Abuse (PSEA) requirements, confidentiality obligations, and applicable laws and regulations.

The consultant will maintain confidentiality of Ipas, partner, employee, financial, and other sensitive information accessed during the consultancy.

The consultant is expected to contribute to a respectful and safe working environment and comply with Ipas requirements relating to ethical conduct and safeguarding.

10. Performance and Quality of Services

The consultant's performance will be assessed based on the accuracy, completeness, timeliness, quality, and reliability of the services and deliverables provided under this Statement of Work.

The consultant is expected to maintain effective communication with the Finance and Sub-grant Coordinator and relevant Ipas staff and partners, proactively follow up on assigned activities, and promptly escalate issues requiring supervisory attention.