Admin, HR & Finance Coordinator

Job Description

Title: Admin, HR & Finance Coordinator

Company Name: HEKS/EPER

Vacancy: Not specific

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ Professional diploma or university degree in Accounting, Business Administration, Economics or Audit (or equivalent)

Experience Requirements:
∎ At least 3 year(s)

Job Context:
∎ Starting date: ASAP
∎ Contract duration: Core position
∎ Reports to: Humanitarian Aid Delegate-Cox`s Bazar
∎ Coordinates with: Program Managers, Officers, Coordinators, HEKS Partners.
∎ Direct line manager of Administration and Finance Officer
∎ In Bangladesh HEKS/EPER implements Humanitarian Aid Projects in the Rohingya Response including interventions for the Host Community since 2017. The focus of these projects is on construction projects (including shelter, camp infrastructure, and WASH), a Wash in Health Facilities Capacity building project covering the whole district, as well as vegetable gardening in the camps. Projects are mostly directly implemented. Development cooperation in Bangladesh is managed by a by a separate team.

Job Responsibilities:
∎ Financial Management:
∎ The Admin, HR & Finance Coordinator (AFC) will develop and design financial tools for the base i.e. budget template, multi-currency budget follow up (BFU), etc. and orient other team members.
∎ Upon request of Humanitarian Aid Delegate (HAD), working on the new project proposals development with the base Program Managers (PM) and providing relevant information to the structural costs of the base.
∎ Lead the budget update process in coordination with base managers and submit to HAD for final review.
∎ Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc.) and keeping the HAD informed.
∎ Implementing the base Cash Management procedures respecting HEKS/EPER policies.
∎ Ensure the availability and safe keeping of the necessary cash and authorising and making payment for purchases.
∎ Collecting and compiling monthly cash forecast of the base.
∎ Upon request analysing the choice of banking establishments, ensuring good relationship, following the opening and closing of accounts and the adding of signatories according to HEKS procedures.
∎ The AFC is responsible to ensure that the base accounting procedures are validated by the HEKS Field Financial and Administrative Guidelines (FFAG).
∎ The AFC will also ensure the comprehensiveness and precision of entries and the correct budgetary allocation, correctness of cash stocks and bank accounts, timely forwarding of accounting information to the HAD.
∎ Providing information pertinent to the correct budgetary charging of expenses and monitoring budget entries, checking entries and verifying physical cash count.
∎ Archiving accounting supporting documents in accordance with HEKS procedures
∎ Administrative and Logistics Support:
∎ Represent HEKS in different forum as per HAD request and liaisons with relevant stakeholders i.e. government authorities, UN and NGOs.
∎ Leading administrative support for the base team. This also includes organising logistics for visitors, travel arrangement, meetings, conferences and other special events.
∎ Leading the contracts development (preparation, verification) engaged by HEKS/EPER with third parties.
∎ Assisting procurement, supply according to HEKS/EPER policy in liaison with administration officer and logistics assistant.
∎ Leading administrative formalities with authorities i.e. Renewing work permit, Visa and security clearance of expatriate employees, VAT & TAX, etc.
∎ HR Support:
∎ Ensure job announcement, supervise appointments with candidates and recruitment tests organization, participate in recruitment interviews according to HEKS procedure.
∎ Check and send interviews grids, final selection sheet and recommendation to the HAD for final approval.
∎ Ensure timely staff salary transfer to through banking system.
∎ Supervise the preparation of new employees' contract, personal file, collecting all information and documents needed according to HEKS procedures.
∎ Organize formal induction of newly recruited staff and briefing plan for key staffs and follow end of probationary period and alert HAD and respective line manager on time.
∎ Ensure timely performance appraisals, support other managers to do the yearly performance appraisals for their team members.
∎ Ensure use of HEKS Bangladesh staff regulation for leave management, sanction process, etc.
∎ Safety and Security:
∎ Together with HAD, asses and consult other partners to ensure security situation of planned locations is ensured; Ensure risk assessment and share security information.
∎ Responsible to put in place appropriate security and prevention measured during any distribution and implementation of project activities.
∎ Assist team members to produce timely incident report to the line manager and advice the HAD on taking corrective measures, if needed.

Additional Requirements:
∎ Previous experience within an NGO is mandatory with at least 3 years of experience in a similar position in an international NGO.
∎ Knowledge and working experience on logistics and human resource management.
∎ Prior knowledge of Bangladeshi/Cox's bazar humanitarian contexts is a value added.
∎ Working experience as an expatriate is an asset.
∎ Working experience in Bangladesh is a value added.
∎ Advanced IT knowledge including accounting software
∎ Fluent in English (written and spoken)
∎ Organized, proactive, autonomous, rigorous, analytical, sense of human relations, diplomacy, communication skills, willingness and motivation to work in an international and intercultural context

Job Source: Online Job Posting.

Application Deadline: 16 Dec 2021

Company Information:
∎ 16 Nov 2021

Category: NGO/Development

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