Accounts and Admin Specialist

Job Description

Title: Accounts and Admin Specialist

Company Name: Concern Worldwide

Vacancy: 1

Job Location: Cox's Bazar (Teknaf)

Employment Status: Contractual

Educational Requirements:
∎ Masters/MBA major in Accounting, Finance, Business Administration or relevant subject

Job Context:
∎ Type of Contract: Fixed term (One year from the joining)
∎ Job Purpose: S/he is responsible for ensuring efficient and effective financial as well as administrative support to the projects and programmes, ensuring adequate funds, timely and professional payment to staffs/suppliers. He/she will also be responsible for ensuring consistent & transparent payment process, cash management, float/advance management, administrative support and also provide support to the project for appropriate cost allocation and budget codes.

Job Responsibilities:
∎ Financial Management:
∎ Take initiative that staff understands the payment and advance receiving procedures, timing, templates and required documentation.
∎ Ensuring effective review and thorough checking of all payment request in line with the financial and taxation policy, taking initiative to query any missing documentation or unusual transactions; ensuring all payments are processed and by finance in a timely way, to ensure they adhere to organisational policy and all taxation matters follow Government rules and regulations.
∎ Completing accurate preparation of voucher, cheque and fund transfer advice for all payments and advances, ensuring proper and complete supporting documentation, following finance policy in all respects, accurate coding and with approval from all relevant colleagues.
∎ Maintain update supplier status, on time payment to suppliers
∎ Process Staff Float/Advance request with disbursement and make adjustment in due time
∎ Disburse cash, cheques and payment advice in a timely way to payees with utmost accuracy and professionalism; proactively keeping close contact with bank and respective recipients so that partners and suppliers receive their funds timely and any problems are minimised.
∎ Ensuring all receipts of cash, cheque and fund transfer are properly provided with receipt documentation and are banked and recorded in a timely way by following Govt. policy.
∎ Complete Physical cash distribution to field/camp with proper support and security.
∎ Ensuring complete, well-organised and clearly labelled filling and safe storage of all financial documents.
∎ Taking the initiative to ensure the cash and bankbooks reflect the correct coding and appropriate narrations, questioning any unusual or unexpected transactions.
∎ Prepare schedule for Vat & Tax, submit statement and challan to Govt. Treasury. Have to prepare statement for VAT & Tax to provide for Ukhiya Programme office.
∎ Ensuring that at all times the cash in hand is held safely and securely and agrees with the balance in the cash book, including counting the full cash in hand on a daily basis, and cooperating with other spot checks or counts by another staff member.
∎ Ensure the completed books of account and supporting reconciliations with other required information is sent to Ukhiya Programme Office according to the set deadlines.
∎ Work with colleagues in Field Office to respond promptly to resolve any queries or questions.
∎ Coordinate with the partner, field office and provide required support.
∎ Financial monitoring and banking operation:
∎ Ensuring adequate funds are available for field office operations to enable smooth implementation of programme activities.
∎ Ensuring that cash flow forecasting is prepared by Programme on a timely basis and submit to Ukhiya Programme Office using the prescribed formats according to the deadline.
∎ Ensuing reasonable cash holdings in field offices, taking initiative where balances are increasing to excessive levels or reducing to very low levels.
∎ Maintain close liaison with Ukhiya Programme Office to ensure funds are available according to the need.
∎ Ensuring all necessary information relating to bank and cash is provided to Ukhiya Programme Office as required, including yearend process.
∎ Ensure UN guideline for incurring expenditure for the field office.
∎ Enabling a friendly collaborative working culture within the team, actively sharing information and knowledge to enable the team to ensure effective support to the rest of the organisation. Working with other members of the Finance team in all offices to ensure effective payment to staff suppliers, consultants and compliance with all legal requirements.
∎ Administrative management:
∎ To enable fixed assets to be properly tracked and controlled and office management complying with legal requirements. Including, but not limited to:
∎ Communication with Logistic dept. and Finance dept. on project budgetary and purchase issues.
∎ Support Administration and Dhaka Office to review implementation of fixed asset policies and be part of the periodic fixed assets verification process.
∎ Ensure the proper stacking, documentation and identification of goods before any supplies dispatch in done for onward transportation to the beneficiaries/ partners.
∎ Update record of all the project materials received and dispatched including ensuring updated file of all transaction.
∎ Ensuring up to date knowledge on the field based legal financial requirements and ensure all requirement are addressed and fulfilled accordingly.
∎ Ensure that properties rents are paid in a timely manner
∎ Prepare rental contracts if required for renewal or draft termination letters for ending rental contracts
∎ Carry out a weekly inspection of all properties to evaluate any repairs or maintenance requirements
∎ Keep a Room register for all Concern Furniture, Fixtures and Fittings
∎ Maintain stores and ensure periodic inventory of expandable and non-expandable assets.
∎ Liaise with the Land Lord on building maintenance issues.
∎ Ensure timely repair/maintenance in the project office/warehouse and verify the utility bills before forwarding to Accounts for payment.
∎ Provide Administrative and logistics support in organizing program meetings, workshops, Seminars/training and/or interviews as necessary in consultation with the Admin and Log Manager.
∎ Transport Management:
∎ Ensuring safe and roadworthy vehicle fleet to meet the needs of programs in a cost effective manner.
∎ Liaison with Ukhiya Programme office logistic team to follow up driver's roster duty and ensuring periodic vehicle servicing and maintenance work as and when necessary.
∎ Provide support for preparing monthly vehicle movement report including fuel consumption statement and submit.
∎ Other:
∎ Document all lessons learned on an on-going basis.
∎ Be active and involved in meetings and contribute to the decision making process.
∎ Any other duties as specified by the Accounts Manager/Admin and Logistic Manager.
∎ Promote and ensure compliance with the requirements of Concern's HR policies, Concern's Code of Conduct and its associated policies and Core Humanitarians Standards to ensure maximum protection to programme beneficiaries.
∎ Work with Finance and Admin/Log Department to meet Concern's compliance and requirement
∎ Support finance & admin team without compromising Rohingya Response delivery as and when required.
∎ Ensure that services are delivered with maximum efficiency that beneficiaries are treated with respect at all times
∎ Enable a friendly collaborative working culture within the team, actively sharing information and knowledge to enable the team to ensure effective learning and sharing across the team
∎ Accountability:
∎ In line with Concern's commitments under the Core Humanitarian Standard (CHS):
∎ Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
∎ Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
∎ Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Additional Requirements:
∎ At least 2-year experience in financial management/accounting role with an international NGO or International consultancy firm specialising in commercial contracts and fund management.
∎ Knowledge of the operational and compliance requirements of Rohingya Response or Emergency Projects will be considered added advantage.
∎ Excellent written and spoken English
∎ Previous experience of financial management and in the field of administration in a Field Office
∎ Experience in project start up and/or close out.
∎ Excel skill is mandatory.
∎ Audit experience with international NGOs.
∎ Key Competencies:
∎ Strong leadership and people management.
∎ Excellent communication and presentation skills.
∎ Ability to manage change effectively.
∎ Excellent negotiation skills.
∎ Good networking skills.
∎ Flexibility, reliability, cultural sensitivity, resilience and resourcefulness.
∎ Excellent computer and internet skills.

Salary: Tk. 59541 (Monthly)

Compensation & Other Benefits:
∎ Monthly Hardship Allowance of BDT 10,000/-, Festival Bonus (02), Provident Fund, Gratuity, Group Life and Hospitalisation Insurance coverages, OPD coverage, Mobile ceiling and other admissible benefits as per organisational policy.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 20 Sep 2022

Company Information:
∎ 7 Sep 2022
∎ Concern Worldwide
∎ Business : Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world`s poorest countries. With its head quarter in Ireland, Concern has been working in Bangladesh since 1972.

Category: NGO/Development