Job Description

Title: Accounts Admin & Logistics Officer

Company Name: A well reputed national level NGO

Vacancy: 01

Job Location: Satkhira (Shyamnagar)

Employment Status: Contractual

Educational Requirements:
∎ Bachelor in Commerce/M. Com in accounting/Master in Accounting/MBA major in Accounting.

Experience Requirements:
∎ 3 to 4 year(s)

Job Context:
∎ Core Purpose: Under the direction and guidance of the Assistant Director Finance of Nabolok, the incumbent is responsible for ensuring efficient and smooth administrative and logistical operations within an organization. This role requires strong organizational and multitasking skills, as the Account Admin and Logistics Officer is responsible for managing various administrative tasks and logistics-related activities. She/he will play a crucial role in maintaining accurate financial records, managing accounts payable and receivable, and processing invoices and expense claims. Additionally, she/he will oversee procurement processes, inventory management, and vendor relations to ensure timely delivery of goods and services. The Account Admin and Logistics Officer will also support travel arrangements, logistics coordination for events or meetings, and general office administration tasks. She/he will collaborate closely with internal teams, external vendors, and clients to ensure seamless operations and contribute to the overall efficiency and effectiveness of the project. At the same time, he/she will maintain collaborative working relationships among key project partners and CBM Bangladesh country office through effective communication, consultation and reporting
∎ To contribute towards the overall objective of the project by "Persons with disabilities, their representative organizations and other at-risk groups are better prepared for climate induced disasters through improved community preparedness and inclusive local DRR and CCA policy and plans and access to climate resilient livelihoods in targeted unions of Satkhira, Bangladesh".
∎ Improved disability inclusive preparedness for climate induced disaster by OPDs, Communities and local government of targeted unions of Shymnagar Sub-district of Satkhira by 2026
∎ Improved resilient source of income of persons with disabilities and other at-risk groups in the targeted unions of Shymnagar sub-district of Satkhira by 2026
∎ Commitment from local and national government to implement disability inclusive plans and programmes for climate change adaptation and disaster risk reduction.

Job Responsibilities:
∎ Financial Administration: Manage accounts payable and accounts receivable, including invoice processing and payment coordination.
∎ Maintain accurate financial records and documentation.
∎ Prepare accurate financial report Following the donor reporting template and guideline. Submit report to relevant stakeholder within the timeline.
∎ Assist to Project Coordinator for developing fund request following the donor guideline and submit to donor within the timeline.
∎ Accelerate fund request and fund receive in project bank account with timely and efficiently.
∎ Ensure Provide Fund Receipt Acknowledgement to donor immediate after the fund to Organization bank account.
∎ Tracking the expenditure record correctly and corresponding with budget
∎ Process expense claims and ensure adherence to expense policies and guidelines.
∎ Assist with payroll administration and employee reimbursement processes.
∎ Develop Terms of Reference (ToR) and arrange statutory audit within the time frame.
∎ Prepare audit of accounts prior audit trail
∎ Maintain fixed assets register, Inventory /stock register & update regularly.
∎ Procurement and Vendor Management: Provide appropriate guidance to procurement committees and program team for ensuring value for money.
∎ Coordinate procurement processes, including sourcing suppliers, obtaining quotes, and preparing purchase orders.
∎ Ensure timely delivery of goods and services, and resolve any issues related to procurement or vendor performance.
∎ Maintain vendor relations and negotiate favorable terms and conditions.
∎ Monitor inventory levels, conduct regular stock reconciliations, and oversee inventory management processes.
∎ Evaluate supplier performance and identify opportunities for cost savings and process improvements.
∎ Logistics and Travel Coordination: Coordinate travel arrangements for employees, including flights, accommodation, and transportation.
∎ Manage logistics for events, meetings, and conferences, including venue booking, catering, and equipment setup.
∎ Maintain accurate records of travel and logistics expenses and provide timely reporting.
∎ Administrative Support: Provide general administrative support, including managing correspondence, organizing meetings, and maintaining office supplies.
∎ Assist with document management, filing, and record-keeping.
∎ Support the preparation and distribution of reports, presentations, and other relevant documents.
∎ Contribute to process improvements and efficiency enhancements within the administrative and logistics functions.
∎ Ensure compliance with relevant policies, procedures, and regulations.
∎ Communication and Collaboration: Liaise with internal teams, vendors, and external stakeholders to facilitate smooth operations.
∎ Communicate effectively and professionally with colleagues and stakeholders in person, in writing, and via electronic means.
∎ Collaborate with cross-functional teams to support their administrative and logistics needs.
∎ Foster a positive and collaborative work environment, promoting open communication and teamwork.
∎ Compliance and Documentation: Adhere to financial and accounting regulations, policies, and procedures.
∎ Ensure accurate and up-to-date documentation and record-keeping for auditing and reporting purposes.
∎ Monitor and enforce compliance with relevant legal and regulatory requirements.
∎ Assist with internal and external audits, providing necessary documentation and information.
∎ Other tasks: Provide input in financial management curriculum for capacity building.
∎ Monitoring project activities and financial expenses on a regular basis.
∎ Any other task as assigned by the line manager.
∎ Performance Criteria: Excellent organization skills for maintaining clear, accurate and meticulous financial records for a company.
∎ Attention to detail for ensuring the accuracy of project's records and invoices.
∎ Multitasking in order to successfully handle multiple accounts, invoices and payments at various stages of execution.
∎ Safeguarding: Focuses on self -awareness and behavior regulation according to organizational policy.

Additional Requirements:
∎ Age 25 to 35 years
∎ Minimum of 3-4 year(s) of proven professional experience in the NGO field.
∎ Proficiency in using finance management software (TALLY).
∎ Ability to work in a team; under time pressure.
∎ Have ability to analyze complex problems, evaluate alternatives and implement.
∎ Have skills on creative recommendations, organize work, set priorities, meet deadlines, and complete assignments with minimal supervision;
∎ Honesty and high level of integrity;
∎ Have a clear understanding on cost policy including shared cost, conflict of interest and Internal control.
∎ Desirable: Experience with financial software or accounting systems
∎ Knowledge of budgeting and financial reporting processes.
∎ Familiarity with procurement procedures and contract management.
∎ Experience in managing inventory and supply chain logistics.
∎ Knowledge of relevant regulations and compliance standards (e.g., taxation, import/export).
∎ Proficiency in data analysis and reporting.
∎ Strong attention to detail and accuracy in financial record-keeping.
∎ Ability to develop and maintain positive relationships with vendors and suppliers.
∎ Experience in coordinating travel arrangements and managing travel logistics.
∎ Strong problem-solving and decision-making skills.
∎ Familiarity with office management and administrative support tasks.
∎ Professional certifications related to accounting, logistics, or administration.
∎ Languages: English (professional proficiency)
∎ Bengali Language (professional proficiency)
∎ Tools: Excellent command on MS Word, MS PowerPoint; very good command on MS Excel. Have outstanding skills and expertise at communicating by email and internet.
∎ Core Competencies:
∎ Establishing focus
∎ Managing performance
∎ Interpersonal effectiveness
∎ Building collaborative relationships
∎ Analytical thinking
∎ Technical expertise
∎ Result orientation
∎ Thoroughness

Salary:
∎ Tk. 40000 (Monthly)
∎ Monthly salary BDT 40000 (gross) with other benefits as per project budget.

Compensation & Other Benefits:
∎ Other admissible benefits will be given as per organizational rules and regulations.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 7 Jun 2023

Company Information:
∎ 3 Jun 2023
∎ A well reputed national level NGO

Category: NGO/Development

: Qualified female candidates are especially encouraged to apply. Only shortlisted candidates will be called for interview. Any persuasions for the candidate will be disqualifying the candidature