Job Description

Title: Accounts, Admin and HR Officer

Company Name: Muslim Aid UK Bangladesh Field Office

Vacancy: 01

Location: Nilphamari (Saidpur)

Salary: Tk. 30000 - 32000 (Monthly)

Published: 16 Jul 2024

Additional Requirements:
∎ Bachelors/BBA, Masters/MBA in Accounting/HRM/Management//Business.
∎ PGDHRM will be an added advantage.Experience & Knowledge:
∎ Proven work experience in relevant Field.
∎ Knowledge of Bangladesh Labor Law (e.g., organizational health and safety, employee benefit, etc.).
∎ Proficient with Human Resources Information Systems (HRIS)Excellent working knowledge of computer applications like MS Office (Excel, Word, Outlook, Power Point).
∎ Knowledge/Experience on administration and HR system of INGOs or NGOs.
∎ Knowledge on Payroll Management.
∎ Knowledge/Experience on grievance or complaints handling or methods/procedures of resolving.Skills & Abilities:
∎ Good interpersonal and communication skills and ability to liaise effectively with people at various levels.
∎ Good team work skills with the ability to work with different and sometime conflicting agendas.
∎ Good organization, coordination and project management skills.
∎ Strong and well-developed analytical skills coupled with experience of writing quality proposals and reports Strong analytical abilities.
∎ IT literate with knowledge of Microsoft Office applications and the ability to learn and use any software adopted by Muslim Aid.
∎ Ability to adapt to changing deadlines and priorities.
∎ Ability to work in and with a diverse team.
∎ Ability to work under pressure and on own initiative.
∎ Good command over English in both speaking and writing.
∎ Ability to analyze and assess complex situations and create a room for flexible thinking by effectively managing stress.
∎ Ability to showcase strong ownership which may reflect in every activity or execution of activities.
∎ Willingness to travel at very short notice.
∎ Educational Qualification:
∎ Bachelors/BBA, Masters/MBA in Accounting/HRM/Management//Business.
∎ PGDHRM will be an added advantage.
∎ Experience & Knowledge:
∎ Proven work experience in relevant Field.
∎ Knowledge of Bangladesh Labor Law (e.g., organizational health and safety, employee benefit, etc.).
∎ Proficient with Human Resources Information Systems (HRIS)Excellent working knowledge of computer applications like MS Office (Excel, Word, Outlook, Power Point).
∎ Knowledge/Experience on administration and HR system of INGOs or NGOs.
∎ Knowledge on Payroll Management.
∎ Knowledge/Experience on grievance or complaints handling or methods/procedures of resolving.
∎ Skills & Abilities:
∎ Good interpersonal and communication skills and ability to liaise effectively with people at various levels.
∎ Good team work skills with the ability to work with different and sometime conflicting agendas.
∎ Good organization, coordination and project management skills.
∎ Strong and well-developed analytical skills coupled with experience of writing quality proposals and reports Strong analytical abilities.
∎ IT literate with knowledge of Microsoft Office applications and the ability to learn and use any software adopted by Muslim Aid.
∎ Ability to adapt to changing deadlines and priorities.
∎ Ability to work in and with a diverse team.
∎ Ability to work under pressure and on own initiative.
∎ Good command over English in both speaking and writing.
∎ Ability to analyze and assess complex situations and create a room for flexible thinking by effectively managing stress.
∎ Ability to showcase strong ownership which may reflect in every activity or execution of activities.
∎ Willingness to travel at very short notice.

Requirements:

Responsibilities & Context:
∎ Responsible for managing the Project budgets, maintaining books of accounts, preparing financial reports, and ensuring all financial and accounting compliances Record all financial transactions, including income, expenses, and reimbursements, in an organized and systematic manner.
∎ Ensure proper documentation of all financial transactions and maintain relevant supporting documents.
∎ Ensure to keep the books of accounts are updated on a regular basis.
∎ Maintain and monitor accounts, fund transfers, bills and vouchers as per budgets and reconciliation.
∎ Maintain petty cash, cash book register, bank book register, and Cheque book register and prepare and give posting of all vouchers (Debit voucher, Credit vouchers, Journal vouchers, etc.).
∎ Prepare and process payments to vendors, service providers, and staff in a timely manner. Prepare Monthly bank reconciliations and Cash count Sheets.
∎ Keep track of project/program funds for proper reporting and ensuring timely fund requests. Manage cash flows, including fund disbursements and receipts, ensuring proper documentation and authorization.
∎ Understand the rules and regulations of Income Tax, VAT and the other compliances and act accordingly.
∎ Ensure accounting information are available to facilitate internal and external audits.HR Duties-
∎ Assist to ensure standardized Recruitment and Onboarding in line with MABCO HR Policy and maintain recruitment file.
∎ Collaborate in the process of updating staff job description to ensure it reflects the current assigned responsibilities and aligns with performance objectives for the respective positions.
∎ Prepare contract for short-term / on-call staff as and when needed.
∎ Manage attendance records, leave register, training register, and other relevant registers.
∎ Coordinate with MABCO HR to ensure that staff contract renewals are being made as per policies and timely manner and other necessary HR documents are updated time to time.
∎ Support MABCO HR on the annual Performance, Accountability, Competency, and Evaluation process of the staff for smooth implementation of the Guide the line manager to set SMART objectives for their supervisee to ensure clear performance expectation Ensures that resignation cases are duly handled and promptly settled.
∎ To Maintain Employee Turnover report and other HR reports as needed.
∎ Read and understand all relevant HR policies, ensure all related HR and admin policies are being adhered in the centre.
∎ Arrange refresher training on policies in consultation with MABCO HR, provide clarification and guidance to staff on different policy and procedure.
∎ Arrange training for the staff as part of the performance improvement plan, performance development plan, and capacity development initiative.
∎ Handle staff complaints, ensure standard complaints mechanisms are placed to raise complaints, and resolve staff complaints with the help of MABCO HR.
∎ Provide necessary guidance/ counselling to increase staff morale.Administrative Duties-
∎ Ensure proper cleaning of the premises, official desks, rooms and bathrooms all the days.
∎ Keep and ensure all types of format in available in the office format box.
∎ Provide all logistic support for conducting training, meeting and workshop at regional level.
∎ Prepare all administrative documents & maintain files systematically.
∎ Assist concerns for preparing and maintaining lease agreement whenever required.
∎ Check lease agreement files and ensures the timely payment to the landlord.
∎ Arrange Bus/Air ticket and hotel room booking for visitors. Ensure office security and maintain visitors’ log book.
∎ Assign cleaners to clean the office premises, official desks, rooms, and labs and equipment.
∎ Ensure the timely payment of water, gas and electricity bills of the center.
∎ Handle all procurement activities of the center and coordinate all relevant events as required.
∎ Ensure Vehicle Requisition Form (VRF), Motorcycle and vehicle Log Book are available in the officer format box.
∎ Maintain total list of the vehicles (Motorcycles, bicycles etc.) including renewal date of the license/certificate.
∎ Ensure safety and security of the vehicles and movement log books are maintained properly in the centre gate.
∎ Maintain and ensure asset identification number and asset tag on the assets.
∎ Maintain Stock Register (stationery and training) separately.
∎ Ensure proper store and inventory management of the center.
∎ Assist in preparing yearly fixed Assets physical verification reports.
∎ Ensure robust and effective security and evacuation plans and procedures are in place and regularly reviewed and updated in order to secure the safety of all staff and patients at all times.
∎ Frequently field visits are required or as assigned by supervisor and submit report of field visits.Other-
∎ To ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
∎ To comply with all policies, procedures, legal and regulatory requirements.
∎ Require to arrange monthly staff meetings, DIM, PMT and other meetings and update on the resolution.
∎ Requires to attend monthly UNO, NGO (DC office), and CS office meetings.
∎ Any other duties commensurate with the accountabilities of the post.
∎ The Accounts, HR and Admin Officer will contribute for providing all sorts of assistance to IsDB Funded Project, Saidpur. S/he is responsible for overall administration, financial planning, and HR activities and is required to provide strategic assistance to all aspects of the Accounts, Admin, and HR to ensure maximum achievement of Muslim Aid objectives within the framework of organizational principles and policies.
∎ Job Responsibilities:
∎ Accounts and other Financial Duties-
∎ Responsible for managing the Project budgets, maintaining books of accounts, preparing financial reports, and ensuring all financial and accounting compliances Record all financial transactions, including income, expenses, and reimbursements, in an organized and systematic manner.
∎ Ensure proper documentation of all financial transactions and maintain relevant supporting documents.
∎ Ensure to keep the books of accounts are updated on a regular basis.
∎ Maintain and monitor accounts, fund transfers, bills and vouchers as per budgets and reconciliation.
∎ Maintain petty cash, cash book register, bank book register, and Cheque book register and prepare and give posting of all vouchers (Debit voucher, Credit vouchers, Journal vouchers, etc.).
∎ Prepare and process payments to vendors, service providers, and staff in a timely manner. Prepare Monthly bank reconciliations and Cash count Sheets.
∎ Keep track of project/program funds for proper reporting and ensuring timely fund requests. Manage cash flows, including fund disbursements and receipts, ensuring proper documentation and authorization.
∎ Understand the rules and regulations of Income Tax, VAT and the other compliances and act accordingly.
∎ Ensure accounting information are available to facilitate internal and external audits.
∎ HR Duties-
∎ Assist to ensure standardized Recruitment and Onboarding in line with MABCO HR Policy and maintain recruitment file.
∎ Collaborate in the process of updating staff job description to ensure it reflects the current assigned responsibilities and aligns with performance objectives for the respective positions.
∎ Prepare contract for short-term / on-call staff as and when needed.
∎ Manage attendance records, leave register, training register, and other relevant registers.
∎ Coordinate with MABCO HR to ensure that staff contract renewals are being made as per policies and timely manner and other necessary HR documents are updated time to time.
∎ Support MABCO HR on the annual Performance, Accountability, Competency, and Evaluation process of the staff for smooth implementation of the Guide the line manager to set SMART objectives for their supervisee to ensure clear performance expectation Ensures that resignation cases are duly handled and promptly settled.
∎ To Maintain Employee Turnover report and other HR reports as needed.
∎ Read and understand all relevant HR policies, ensure all related HR and admin policies are being adhered in the centre.
∎ Arrange refresher training on policies in consultation with MABCO HR, provide clarification and guidance to staff on different policy and procedure.
∎ Arrange training for the staff as part of the performance improvement plan, performance development plan, and capacity development initiative.
∎ Handle staff complaints, ensure standard complaints mechanisms are placed to raise complaints, and resolve staff complaints with the help of MABCO HR.
∎ Provide necessary guidance/ counselling to increase staff morale.
∎ Administrative Duties-
∎ Ensure proper cleaning of the premises, official desks, rooms and bathrooms all the days.
∎ Keep and ensure all types of format in available in the office format box.
∎ Provide all logistic support for conducting training, meeting and workshop at regional level.
∎ Prepare all administrative documents & maintain files systematically.
∎ Assist concerns for preparing and maintaining lease agreement whenever required.
∎ Check lease agreement files and ensures the timely payment to the landlord.
∎ Arrange Bus/Air ticket and hotel room booking for visitors. Ensure office security and maintain visitors’ log book.
∎ Assign cleaners to clean the office premises, official desks, rooms, and labs and equipment.
∎ Ensure the timely payment of water, gas and electricity bills of the center.
∎ Handle all procurement activities of the center and coordinate all relevant events as required.
∎ Ensure Vehicle Requisition Form (VRF), Motorcycle and vehicle Log Book are available in the officer format box.
∎ Maintain total list of the vehicles (Motorcycles, bicycles etc.) including renewal date of the license/certificate.
∎ Ensure safety and security of the vehicles and movement log books are maintained properly in the centre gate.
∎ Maintain and ensure asset identification number and asset tag on the assets.
∎ Maintain Stock Register (stationery and training) separately.
∎ Ensure proper store and inventory management of the center.
∎ Assist in preparing yearly fixed Assets physical verification reports.
∎ Ensure robust and effective security and evacuation plans and procedures are in place and regularly reviewed and updated in order to secure the safety of all staff and patients at all times.
∎ Frequently field visits are required or as assigned by supervisor and submit report of field visits.
∎ Other-
∎ To ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
∎ To comply with all policies, procedures, legal and regulatory requirements.
∎ Require to arrange monthly staff meetings, DIM, PMT and other meetings and update on the resolution.
∎ Requires to attend monthly UNO, NGO (DC office), and CS office meetings.
∎ Any other duties commensurate with the accountabilities of the post.

Compensation & Other Benefits:
∎ Festival Bonus: 2

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Nilphamari (Saidpur)

Read Before Apply: Interested candidates, who can join immediately and meeting with the above requirements, are requested to apply on or before January 24, 2024. Muslim Aid's recruitment and selection procedures reflect our commitment to the safety and protection of children and vulnerable adults in our care/employment. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief or age. Only Shortlisted candidates will be contacted. Applications will be accepted until closing date, however, Muslim Aid reserves the right to initiate interviews and the selection process on a rolling basis with the aim of identifying an appropriate candidate as quickly as possible.

Company Information:
∎ Muslim Aid UK Bangladesh Field Office
∎ House# 13, Road# 27, Block- J, Banani Dhaka-1213, Bangladesh.

Address::
∎ House# 13, Road# 27, Block- J, Banani Dhaka-1213, Bangladesh.

Application Deadline: 23 Jul 2024

Category: NGO/Development