Job Description

Title: Admin & Finance Officer

Company Name: Friends in Village Development Bangladesh (FIVDB)

Vacancy: 01

Job Location: Sunamganj (Bishwamvarpur, Dakshin Sunamganj, Derai)

Employment Status: Full-time

Educational Requirements:
∎ Minimum Honors or Master’s Degree in Accounting/Finance from reputed universities.
∎ At least five years of professional experiences in development organization in the field of Accounts/Finance.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Friends in Village Development Bangladesh (FIVDB) is going to implement the “Strengthening smallholder farms and rural enterprises to better cope with climate change in the vulnerable Haor region of Bangladesh” project funded by the Welthungerhilfe (WHH).
∎ The project aims to create local ownership and sustainable development through the establishment and strengthening of local community institutions such as Climate Field School, Micro and Small Enterprises (SMEs), Farmer Producer Organizations (FPOs) and Agri Service Centers. The project also foresees active collaboration with local authorities (Union Parishad, Upazila Paishad, District Parishad, Municipality and City Cooperation, various government departments) thus political, systematic changes can be initiated and an effective scaling of the project approaches can be enabled. The project will intends to establish and strengthen formal partnerships with different public sector, private sector and civil society institutions such as Department of Agricultural Extension (DAE), Bangladesh Organic Agriculture Network (BOAN) of BARI, Bangladesh Meteorological Department (BMD), Bangladesh Small and Cottage Industries Corporation (BSCIC), Consumers Association of Bangladesh (CAB), Bangladesh Food Safety Authority (BFSA) to (i) deliver coordinated, decentralized, location specific and need-based extension services for smallholders, (ii) promote sustainable, safe and transparent production and processing standards, and (iii) establish PGS certification as a recognized eco-label. In the towns of Sylhet and Dhaka, the project will cooperate with 20 food entrepreneurs for the creation of organic supply and value chains and support the Consumer Association of Bangladesh in raising the awareness of 1 million consumers on climate resilient, ecological foods. The overall objective of this project is to enhance rural community resilience in Bangladesh to the impacts of climate change on agriculture, food security and livelihoods.
∎ With the partnership of FIVDB, the project will focus in the Upazillas of South Sunamganj, Bishomvopur, and Dirai under Sunamganj District. The duration of the project is 3 years, and the job is contractual for the project period (up to August 2024). The position will be recruited for implementing the project based at the Project Office at Sunamgonj with substantial field activities.

Job Responsibilities:
∎ The Finance and Admin officer will ensure sound bookkeeping, regular financial operations, support project team for smooth implementation of program activities by ensuring timely facilitation of administrative and financial transactions, ensure timely fund request preparation and financial reporting, and audits of the project accounts. The Finance and Admin officer will be responsible for effective financial management of the project such as financial planning/budgeting, monitoring, analysis, reporting, strategic discussions/ decisions to meets the donors’ compliance. The Finance and Admin officer will closely work with the Project Coordinator to ensure smooth and effective implementation of the program in timely manner.
∎ A. Books of Accounts & Reporting
∎ - Check & ensure all bill voucher, finance documentations are made available on demand.
∎ - Maintain up-to-date books of account and data entry in Tally Accounting Software and preserve all kinds of subsidiary registers.
∎ - Ensure all receipts and follow up of settlements of advances and evidence.
∎ - Regular posting of all payments into approved budget line.
∎ - Ensure timely and proper deduction of VAT/TAX and TDS from supplier’s and personal Tax from Employees and deposit to Govt treasury timely and also preserve the relevant documents.
∎ - Prepare fund request, financial reports/statements and relevant documents for submission to upstream partner/Donor in timely manner.
∎ - Maintain all kinds of banking transactions and associated tasks including bank reconciliation.
∎ - Prepare and monitor periodic (Monthly/Quarterly) budget variance analysis reports including revision of annual budget as per need
∎ - Review the budget variance (under/Overspent) in the Budget line item, and assist project management in its decision making.
∎ - Ensure the reimbursements are adjusted with proper account.
∎ B. Program support and Documentation
∎ - Conduct field visit to examine the financial documents, verification, provide feedback and support to financial dealings at all levels.
∎ - Orient project team colleagues on financial policy, norms, mandates, and compliances for quality financial management
∎ - Follow up day to day expenses/financial operation and advice to improving the internal control system,
∎ - Preserve and maintain filing of all-important financial documents, legal documents, financial contract, MOU, third party contract, financial information served to GO body, donor agreements, approved plan & budget, project proposal, bank information and audit reports,
∎ - Maintain liaison with central administration, finance and human resource departments.
∎ - Safeguarding of petty cash, Bank cheque books, audit report and other valuable documents of the project.
∎ - Participate in staff coordination meeting and donor meeting and share budget and financial plan, progress, backlogs, and plan accordingly in team
∎ C. Compliance
∎ - Ensure updated VAT, Tax, Revenue, and other applicable compliance according to Bangladesh government law and regulations.
∎ - Ensure that all policies and procedures are in compliance with Donor and funding source policies, procedures, agreement clauses, along with organization's financial policies,
∎ - Improving internal control systems, financial discipline, transparency and accountability.
∎ - Ensure scrutiny of budget request/bills/payment requests and availability of budget,
∎ - Review financial monitoring report and follow up the compliance
∎ D. Procurement
∎ - Ensure that procurements/purchases have been processed following policy and compliances properly, before payment
∎ - Update supplier’s/vendors list on regular basis
∎ - Form procurement committee, organize Procurement Committee meeting for ensuring smooth procurement.
∎ - Assist to prepare a Comparative Statement of quotations (comparing prices, specifications) to determine the best bid among potential suppliers for evaluation by the Procurement Committee maintaining quality in a timely manner
∎ E: Fixed Assets/Inventory
∎ - Ensure inventory and identification of fixed assets/inventory at office and expatriate location
∎ - Review and update periodically inventory/stock management
∎ - Maintain store and stocks of different goods under the project
∎ F. Admin
∎ - Maintain personal file of the project staffs, leave and other registers.
∎ - Regular check of vehicle (Motorbike) logbooks
∎ - Maintain staff attendance sheet and movement register for all project office staff
∎ - Ensure the Security and logistics of the Office
∎ - Safeguarding of different agreement, deed, contract papers, certificates(insurance) related to project
∎ - Safeguarding of copies of additional keys of motorcycles, password/PIN numbers of different equipment's (mainly computer, printer etc.) related to guarantee condition.
∎ G. Assistance to Auditors
∎ - Ensure all financial documentations are made available on demand of auditors.
∎ - Independently face internal and external audit
∎ - Prepare draft of management response upon audit queries and observation and submit to organizational management through immediate supervisor
∎ - Support to project and organization in executing and follow up audit recommendations

Additional Requirements:
∎ Age 30 to 55 years
∎ Both males and females are allowed to apply
∎ Knowledge and Experience in managing donor funded projects, budgeting, procurement, finance, monitoring and external audits
∎ Skill in Computer software such as MS-Office, MS Excel and MS Power Point.
∎ Fluency in spoken and written English and Bangla language.
∎ Ability to work in a team and with good networking and interpersonal skills
∎ Good reporting and documentation skills
∎ Ability to drive motorcycle with valid driving license
∎ Ability to work under pressure and meet deadlines.

Salary: Tk. 55000 - 60000 (Monthly)

Compensation & Other Benefits:
∎ Weekly 2 holidays, Mobile bill
∎ Salary Review: Yearly
∎ Festival Bonus: 1
∎ As per the policy of FIVDB.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 9 Sep 2021

Company Information:
∎ 31 Aug 2021
∎ Friends in Village Development Bangladesh (FIVDB)
∎ Address : FIVDB, Khadimnagar, Sylhet-3103
∎ Web : www.fivdb.net
∎ Business : FIVDB is a development organization, established in 1979. Its major operation cover 7 major districts and concentrates round in the north-east of Bangladesh. It mission is to give disadvantage women, men and children greater voice, reduce their vulnerability, increase use of citizenship rights and help them enhance their quality of life.

Category: NGO/Development

: Only short listed candidates will be contacted for interview.