Job Description

Title: Accounts and Admin Coordinator

Company Name: ACDI/VOCA

Vacancy: 02

Location: Bogura, Jashore

Salary: Negotiable

Experience:
∎ At least 4 years
∎ The applicants should have experience in the following business area(s):NGO

Published: 27 Mar 2024

Education:
∎ A Bachelor's degree is mandatory, with a strong preference for candidates holding a Master's degree in Business, Finance, Accounting, or a related field.

Requirements:

Additional Requirements:
∎ A minimum of four years’ experience in accounting and office operations is required, with additional experience in logistics and procurement management highly valued.
∎ Demonstrated expertise in Bangladeshi accounting standards is essential, with a strong preference for candidates familiar with US Generally Accepted Accounting Principles.
∎ Proficient in general accounting procedures, encompassing accounts management, auditing, VAT, and income tax regulations.
∎ Experience working with US Government programs and in a multicultural setting is advantageous.
∎ Possesses comprehensive experience in maintaining accurate records of all official stock and materials.
∎ Possesses strong communication skills, adept at interacting with individuals across various levels and dealing with complex and sensitive issues both internally and externally.
∎ Exhibits written communication skills, with a proven track record of creating clear, concise, and well-organized financial documents.
∎ Outstanding interpersonal capabilities, crucial for effective collaboration within and outside the organization, with a keen sensitivity to cross-cultural dynamics, especially when representing a US-based agency.
∎ Has valuable experience with international/national development agencies or donor-funded projects, demonstrating expertise in supporting national/regional project activities.
∎ Maintains a high level of organizational skills, capable of prioritizing tasks efficiently even under pressure.
∎ Proficiency in office software such as MS Word, Excel, PowerPoint, and Outlook, alongside a facility with other relevant accounting software or tools.
∎ Fluent in both written and oral English, ensuring clear and effective communication and documentation.
∎ A minimum of four years’ experience in accounting and office operations is required, with additional experience in logistics and procurement management highly valued.
∎ Demonstrated expertise in Bangladeshi accounting standards is essential, with a strong preference for candidates familiar with US Generally Accepted Accounting Principles.
∎ Proficient in general accounting procedures, encompassing accounts management, auditing, VAT, and income tax regulations.
∎ Experience working with US Government programs and in a multicultural setting is advantageous.
∎ Possesses comprehensive experience in maintaining accurate records of all official stock and materials.
∎ Possesses strong communication skills, adept at interacting with individuals across various levels and dealing with complex and sensitive issues both internally and externally.
∎ Exhibits written communication skills, with a proven track record of creating clear, concise, and well-organized financial documents.
∎ Outstanding interpersonal capabilities, crucial for effective collaboration within and outside the organization, with a keen sensitivity to cross-cultural dynamics, especially when representing a US-based agency.
∎ Has valuable experience with international/national development agencies or donor-funded projects, demonstrating expertise in supporting national/regional project activities.
∎ Maintains a high level of organizational skills, capable of prioritizing tasks efficiently even under pressure.
∎ Proficiency in office software such as MS Word, Excel, PowerPoint, and Outlook, alongside a facility with other relevant accounting software or tools.
∎ Fluent in both written and oral English, ensuring clear and effective communication and documentation.

Responsibilities & Context:
∎ Take on a leading role in managing the project's accounting activities, thereby ensuring the smooth and efficient execution of financial operations within the Bogura / Jashore regional office.
∎ Secure timely collection and recording of all bills/invoices in the Bogura / Jashore regional office, maintaining chronological order in the bill register.
∎ Review all supporting documentation for each invoice to ensure compliance with ACDI/VOCA and USDA policies and procedures before payment.
∎ Verify that all bills/invoices comply with the government regulations concerning Tax and VAT, safeguarding adherence to statutory requirements.
∎ Aid in the preparation of VAT reports under the guidance of the Accounts Manager, ensuring accuracy and compliance.
∎ Scrutinize all payments for alignment with the US Government, the government of Bangladesh, and ACDI/VOCA regulations, confirming they are allowable and allocable.
∎ Accurately prepare all types of vouchers (Debit, Credit, and Journal) in line with ACDI/VOCA standards, and submit them for review, approval, and subsequent payment.
∎ Ensure that all financial transactions are correctly coded according to ACDI/VOCA’s chart of accounts and comply with USDA guidelines on allowable and unallowable costs.
∎ Maintain vouchers in an up-to-date, organized manner, ensuring they are easily accessible for reference and audits as required.
∎ Upload all approved and scanned vouchers onto ACDI/VOCA's SharePoint for centralized documentation and access.
∎ Provide support for petty cash management at the Country Office, ensuring efficient and accountable handling of cash transactions.
∎ Conduct thorough checks of all bills and advances from petty cash, ensuring they are properly justified and comply with ACDI/VOCA’s policies, and manage the petty cash book with daily updates on withdrawals and payments.
∎ Assist the Accounts Manager with the project accounting activities to ensure efficient financial operations.
∎ Provide comprehensive logistics and administrative support to enhance the operational efficiency of the Bogura / Jashore regional office.
∎ Manage inventory effectively, ensuring accurate record-keeping in the inventory register and performing regular physical checks of office equipment. Initiate procurement requests for the maintenance or replacement of office furnishings and equipment as needed.
∎ Compile procurement packages for acquiring goods and services, meticulously verifying all procurement documents for adherence to donor and ACDI/VOCA procurement policies and procedures. Cultivate and maintain a vendor list to secure competitive pricing and proposals.
∎ Foster and maintain positive relationships with vendors to guarantee compliance, timely deliveries, and prompt payments.
∎ Oversee the vehicle management systems at the Bogura office, including regular monitoring of motorcycle mileage, fuel consumption, and the repair and maintenance schedule.
∎ Coordinate all logistics for both on-site and off-site meetings, conferences, and workshops, encompassing the organization and logistical support for events, such as venue selection, food, and accommodation.
∎ Undertake additional administrative and/or operational tasks as delegated by supervisor and senior management.
∎ Within the organizational structure of the Bangladesh Climate Smart Livestock (BCSL) project, the Accounts and Admin Coordinator occupies a pivotal role, functioning under the direct supervision of the Accounting Manager and adhering to the strategic guidance provided by the Animal Health Systems Manager.
∎ This position is integral to ensuring the seamless operation of the Bogura office, offering comprehensive accounts and administrative support to both the project's activities and its staff. The coordinator’s responsibilities encompass a broad spectrum of day-to-day accounts management tasks. These include maintaining accurate accounting records, managing vendor payments, petty cash management, processing requests for advances, and providing critical oversight of operational functions such as logistics, procurement, inventory control, office upkeep, and the management of petty cash.
∎ Additionally, the role extends to supporting the organization and execution of workshops, public engagements, and official visits, requiring a dynamic and collaborative engagement with the Admin and Finance team, as well as the procurement and logistics team, based in the Dhaka office. This multifaceted position demands a blend of precision, administrative acumen, and the ability to foster effective interoffice communication and coordination.
∎ ESSENTIAL DUTIES AND RESPONSIBILITIES:
∎ Accounts Keeping
∎ Take on a leading role in managing the project's accounting activities, thereby ensuring the smooth and efficient execution of financial operations within the Bogura / Jashore regional office.
∎ Secure timely collection and recording of all bills/invoices in the Bogura / Jashore regional office, maintaining chronological order in the bill register.
∎ Review all supporting documentation for each invoice to ensure compliance with ACDI/VOCA and USDA policies and procedures before payment.
∎ Verify that all bills/invoices comply with the government regulations concerning Tax and VAT, safeguarding adherence to statutory requirements.
∎ Aid in the preparation of VAT reports under the guidance of the Accounts Manager, ensuring accuracy and compliance.
∎ Scrutinize all payments for alignment with the US Government, the government of Bangladesh, and ACDI/VOCA regulations, confirming they are allowable and allocable.
∎ Accurately prepare all types of vouchers (Debit, Credit, and Journal) in line with ACDI/VOCA standards, and submit them for review, approval, and subsequent payment.
∎ Ensure that all financial transactions are correctly coded according to ACDI/VOCA’s chart of accounts and comply with USDA guidelines on allowable and unallowable costs.
∎ Maintain vouchers in an up-to-date, organized manner, ensuring they are easily accessible for reference and audits as required.
∎ Upload all approved and scanned vouchers onto ACDI/VOCA's SharePoint for centralized documentation and access.
∎ Provide support for petty cash management at the Country Office, ensuring efficient and accountable handling of cash transactions.
∎ Conduct thorough checks of all bills and advances from petty cash, ensuring they are properly justified and comply with ACDI/VOCA’s policies, and manage the petty cash book with daily updates on withdrawals and payments.
∎ Assist the Accounts Manager with the project accounting activities to ensure efficient financial operations.
∎ Operations Support
∎ Provide comprehensive logistics and administrative support to enhance the operational efficiency of the Bogura / Jashore regional office.
∎ Manage inventory effectively, ensuring accurate record-keeping in the inventory register and performing regular physical checks of office equipment. Initiate procurement requests for the maintenance or replacement of office furnishings and equipment as needed.
∎ Compile procurement packages for acquiring goods and services, meticulously verifying all procurement documents for adherence to donor and ACDI/VOCA procurement policies and procedures. Cultivate and maintain a vendor list to secure competitive pricing and proposals.
∎ Foster and maintain positive relationships with vendors to guarantee compliance, timely deliveries, and prompt payments.
∎ Oversee the vehicle management systems at the Bogura office, including regular monitoring of motorcycle mileage, fuel consumption, and the repair and maintenance schedule.
∎ Coordinate all logistics for both on-site and off-site meetings, conferences, and workshops, encompassing the organization and logistical support for events, such as venue selection, food, and accommodation.
∎ Undertake additional administrative and/or operational tasks as delegated by supervisor and senior management.
∎ Project name: Bangladesh Climate Smart Livestock project
∎ Reports to: Accounting Manager

Employment Status: Full Time

Job Location: Bogura, Jashore

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Due to the high volume of applications, we are not able to respond to inquiries via phone. Only those candidates considered for an interview will be contacted. ACDI/VOCA is an equal opportunity employer. Women, minorities and people from diverse groups are encouraged to apply.