Assistant Administration and Finance Officer

Job Description

Title: Assistant Administration and Finance Officer

Company Name: Managewell HR Services

Vacancy: 1

Age: At least 24 years

Job Location: Bangladesh, Dhaka

Salary: Negotiable

Experience:

• At least 2 years
• The applicants should have experience in the following business area(s): NGO, Consulting Firms

• Bachelor/Honors

• At least 2 years
• The applicants should have experience in the following business area(s): NGO, Consulting Firms

• Age At least 24 years

Required Qualifications, Skills and Experience·

- Minimum bachelor’s degree in accounting/finance/economics or related subjects from a reputed university/institution.

- Minimum 2 years’ experience in accounting/finance/audit related job is preferable·

-Must be proficient in all office management programs·       Experience in accounting software is preferable·

-Must be proficient in oral and written Bangla and English communication·

-  Willingness to travel when required. 
Benefits & Other Details-     
- Market-standard salary
-Two festival bonuses
-One annual performance bonus
-5 working days per week
- Office hours: 09:00 AM – 05:30 PM

General Responsibilities:

• Ensure attendance is marked daily using both the register and the attendance machine for self and others.
• Attend daily morning, weekly and monthly briefings.
• Provide daily updates on work progress to the Special Advisor and the team.

Core Responsibilities:

Finance and Accounts-related activities:

• Budget
• Prepare yearly/ multiyear/periodical budget and revised budget
• Prepare half-yearly/ yearly budget variance reports
• Fund Management
• Prepare quarterly Cash Forecast for quarterly fund requisition purposes
• Monitor fund status to ensure smooth fund flow to conduct EIS-Pilot activities
• Banking and Payment
• Ensure all sorts of vendors/third-party payments are in a timely manner
•  Prepare Salary & Benefits Payment Sheet and ensure bank transfer when applicable.
• Deposit VAT and Tax deducted at source as per NBR rules and regulations
• Prepare monthly bank reconciliation statements
•  EIS-Pilot Case related activities
• Check the functional status of the beneficiary’s bank account/ MFS Details
• Prepare Payment Authorization Note
• Disburse Payment
• Communicate with the bank/ mobile operator regarding payment confirmation
• Share the Disbursement information in coordination with the MIS officer
•  Cash Management
• Petty cash transactions and recording in the Cashbook
•  Daily transaction-based cashbook closes at the end of the day, cash count, and reconciles with the cashbook cash balance
•  Bookkeeping/ Record Keeping
• Establish prudent bookkeeping and accounting systems using tally software.
• Prepare expenditure requisition for administrative approval
• Prepare and verify vouchers for the transactions incurred and ensure that all bills are settled on approval of the DG-CF/Special Advisor/ Coordinator
• Set Code for the Chart of Accounts
• Prepare Journal Entries & post Journal Entries and ensure accurate Ledger output
• Ensure proper filing and preservation of all accounting documents
• Maintain required bookkeeping registers such as Bank transaction registers (BEFTN, Cheque register, or any other mode of payment through the bank)
• Financial Report
• Prepare Monthly Receipt, bank reconciliation receipt and Payment Report including investment debits.
• Prepare monthly and quarterly financial statements
• Prepare annual financial statements and annual report
• Audit
• Conduct and handle internal and external audits as per EIS Pilot policy
• Prepare all documents audit-ready and assist both internal and external auditors’ audit, as well as prepare financial statements for the external auditor
• Complete verification work (if required)
• HR related Activities:
• Maintain Attendance Register and Leave Register
• Maintain all required HR and Administrative documents, files, and registers
• Provide serial numbers in all HR, Admin, and Finance files and registers
• Assist and guide the associate staff members with their accounts-related job
• Monitor office cleaning and required maintenance activities
• Maintain a personal file of each employee, including appointment letter, contact details, NOK, living and present address, copy of NIDs and Official IDs.
• Administration-related Activities:
• Procurement and Logistics Support Activities
• Prepare annual and quarterly procurement plan.
• Prepare requisitions for any procurement
• Prepare RFQ, Comparative Statement, and Work Order/ Purchase Order
• Ensure procurement voucher supporting documents verification and process the documents for approval and payment 
• Arrange and provide logistic support, if required, for facilitating any work
• Fixed Asset and Consumable Stock Management
• Consumable Stock In-Out Management (Stock In-Out Register, Stock Register, etc.)
• Maintain and update the Fixed Asset register
• Conduct quarterly and annual fixed assets audit and submit report.
• Basic Office Management
• Manage day-to-day office operations, ensuring smooth functioning.
• Manage coffee/tea station functions and documentations
• Handle correspondence, phone calls, and visitor control.
• Organize all admin and finance-related files and confidential documents.
• Schedule meetings, book conference rooms, and manage office calendars.
• Assist in organizing EIS-PSU events and travel arrangements.
• Ensure compliance with policies and procedures.
• Provide general administrative support to staff and management.
• Maintain confidentiality and secure handling of sensitive information as per the rules and regulations of EIS Pilot standard Operating Policy (SOP) and its annexures, such as the Accounting Manual, HR and Admin Policy, and IT policy.
• Ensure sensitive data/document confidentiality and data backup in every 15 basic days in the EIS-PSU online and backup server/devices.
• Preserve soft copies of documents through OneDrive
• Exhibit excellent organizational, communication, and multitasking skills.
• Supervise the work of the Admin Assistant as his line Supervisor.
• Carry out any other duties assigned by the Special Advisor/ Coordinator