Administration and Finance Assistant
Job Description
Title: Administration and Finance Assistant
Company Name: HEKS/EPER
Vacancy: Not specific
Job Location: Cox's Bazar
Employment Status: Contractual
Educational Requirements:
∎ Bachelor's degree with 3 years' experience with commerce maters
∎ Working experience in a similar function is a must
Job Context:
∎ HEKS/EPER, Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty and injustice in 31 countries on four continents. HEKS/EPER also provides emergency relief for victims of natural disasters and armed conflict worldwide and supports the welfare and social work of the Reformed Churches in Eastern Europe and in the Middle East. In Switzerland, HEKS/EPER champions the rights and the integration of refugees and socially disadvantaged people. HEKS/EPER is a member of the ACT Alliance.
∎ GENERAL CONTEXT AND BACKGROUND:
∎ HEKS/EPER has been active in Bangladesh since 1975 and is registered by the NGO Affairs Bureau. Its development cooperation department mostly focusses on projects for ethnic minorities (Dalits and Adivasi) in Northern Bangladesh. Humanitarian aid interventions in the Rohingya response are managed directly by the Humanitarian Aid Department from an own office in Cox`s Bazar and field offices in camps.
∎ Since 2017 HEKS implements Rohingya projects with an overall volume of some 6 million USD. Since 2019 the Humanitarian Aid office based in Cox`s Bazar directly implements projects. The main donors are: Swiss Solidarity (SwS), Swiss Agency for Development and Cooperation (SDC), World Health Organization (WHO) and HEKS funds. The international Organization for Migration (IOM) provided in-kind support worth some additional 5 million CHF. The biggest interventions are implemented in the construction-related sectors Shelter, WASH, and Site Improvement. After the outbreak of COVID-19, HEKS/EPER has also initiated projects as a response to the pandemic.
∎ ROLE PURPOSE:
∎ The Petty cash, bill voucher check, HR Function and office administrative support. The Administration and Finance Assistant ensures that the support services of Finance quality and quantity requests in an organized and efficient manner. S/he plans movements of materials and people responding to requests from programs
∎ Duty station-Cox`s Bazar, Bangladesh
∎ Starting date-14th August 2022
∎ Contract duration-Up to December 2022 (renewable)
∎ Contract type -Full time
∎ Reports to-Admin and Finance Officer
∎ Coordinates with-Coordinators, Program Managers and Officers
∎ Direct line supervisor of-Office caretaker and Guard
Job Responsibilities:
∎ Administrative and Financial Support
∎ Administrative:
∎ Follow up on administrative documents and track personnel file deadlines (probation period, appraisals, contracts, amendments, ID cards etc...)
∎ Follow up on attendance, days off and leaves & ensure archiving of validated documents.
∎ Ensure fulfilment of salaries process (salary advances, pay slips signatures...)
∎ Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and HEKS other policies
∎ For each end of the contract, ensure that the exit process is followed as written in the HR Policy
∎ Supervise the filing and archiving process and ensure the security of physical and digital documents
∎ Other admin-related tasks like, training & meeting arrangement, flight & hotel booking, and travel arrangements with close collaboration with logistics.
∎ Finance:
∎ Control the management of the petty cash
∎ Ensure availability of cash at the coordination level and forecast any cash issue
∎ Make fields payment of volunteers, Guard & Daily Worker monthly basis.
∎ Follow-up with regular payments after voucher validation.
∎ Record all expenses made through the bank in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
∎ Monitor the voucher process, and the quality of archiving of the invoices, as per the donor's rules and regulations & ensure the e-archiving monthly basis.
∎ Monitor the preparation of Finance, Admin & HR files for any internal/external audit.
∎ The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project's needs.
∎ Safety and Security
∎ Share any security information with the AFC.
∎ Provide timely incident reports to the AFC as needed.
∎ Maintain confidentiality of organizational information and documents strictly and sincerely
∎ General
∎ Deliver high-quality results in line with the terms of reference agreed in advance - to do this in a way which maintains the reputation of the Humanitarian Department.
∎ Comply with HEKS/EPER policies and practice with respect to code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
∎ To perform such other responsibilities as agreed with your line management.
∎ Proactively support HEKS commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.
Additional Requirements:
∎ Good knowledge of Finance and admin systems
∎ Basic computer skill
∎ Basic English skills (written, spoken and reading)
∎ Willingness to accept frequent travels
∎ Flexibility and Stress-management
∎ Respect of HEKS/EPER mission and values
Compensation & Other Benefits:
∎ Remuneration Packages BDT 45,131.00-73,337.00
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 4 Aug 2022
Company Information:
∎ 26 Jul 2022
∎ HEKS/EPER
∎ Address : Humanitarian Aid Cox’s Bazar Office, Hotel Shaibal, Parjatan Holiday Complex, Motel Road, Cox’s Bazar-700
∎ Web : https://en.heks.ch/Humanitarian-Aid-Bangladesh
∎ Business : International NGO
Category: NGO/Development
Deadline Expired on 4th Aug 2022
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