Job Description

Title: Assistant Officer (Admin, Finance & HR)

Company Name: Society for Health Extension and Development (SHED)

Vacancy: 03

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ Minimum BBA/MBA in Accounting/Finance/Management/Marketing or any equivalent subject from any reputed University. No 3rd division or Class will be accepted.

Experience Requirements:
∎ 3 to 5 year(s)

Job Context:
∎ Society for Health Extension and Development (SHED) a National NGO working in Cox`s Bazar district is inviting applications from suitable candidates for its programme titled "Community mobilization activities for the prevention of malnutrition in the host community of Cox`s Bazar" for host community (08 Upazila under Cox`s Bazar district). The Programme will be supported by UNICEF. SHED is looking for qualified candidates for the post of:
∎ Name of Position: Assistant Officer (Admin, Finance & HR)
∎ Department: Health and Nutrition
∎ No of Position: 03 (Three) (Chakaria-01, Moheshkhali-01, Pekua-01)
∎ Description of Assignment:
∎ Under the Health and Gender Support Project (HGSP) in the CXB district, UNICEF is strengthening nutrition services in the 183 Community Clinics, 62 union health and family welfare centers (UH&FWCs), 7 Upazila Health Complexes (UHCs) and 1 District Hospital in the host community. UNICEF is focusing on providing essential nutrition services and supporting the implementation of preventive activities as per government guidance with a strong community engagement component. Community engagement in the host community will be strengthened by building the capacity of existing government cadres and structures like Community Support Groups. Additionally, UNICEF will support community mobilization and engagement with behavior change communication at the community level. Social mobilization strategies will be strengthened to act as a platform to deliver services such as GMP, IYCF counseling, cooking demonstrations, and, timely initiation of complementary feeding by organizing Mukhe Bhaat ceremonies. Coordinating efforts at the field level and maintaining strong partnerships with key government institutions at the sub-national level is also another key approach to ensure the effective implementation of the project. As a part of human resource support, UNICEF proposes to provide the Financial & HR Activities should be carried out by an Assistant Officer from January 2023 to continue providing the support in every upazila of Cox`s Bazar.
∎ Job Location: At anywhere in Cox`s Bazar District (Union Level).
∎ Duration: 1st August-2023 to 30 June-2024.

Job Responsibilities:
∎ Tasks and responsibilities of the Assistant Officer:
∎ The Assistant Officer will be responsible to support the Admin, Financial and HR-related activities of UNICEF & WB-funded projects of respective Upazila under the technical supervision of the Upazila Nutrition Supervisor (UNS). The Assistant Officer will report every month focusing on the progress of the defined activities to the Finance & HR Officer in SHED and as S/He will be working under the technical supervision of UNS, S/He will report to UNS also. Assistant Officer will undertake the following tasks:
∎ Output 1: Support on all financial Activities at the Upazila level and Project Office level:
∎ Managing the budget
∎ Creating budgets and balance sheets,
∎ Ensuring that the budget is spent within limits and Time.
∎ Keep accurate records for all daily budget disbursements,
∎ Preparing financial reports:
∎ Prepare monthly, quarterly, and annual financial reports.
∎ Conducting financial transactions: including issuing payments,
∎ Should keep and store all relevant papers for the transaction.
∎ Ensuring compliance with financial regulations and laws:
∎ Process invoices
∎ Reconcile bank statements.
∎ Managing records and receipts
∎ Support during audit:
∎ Update internal systems with financial data.
∎ Perform financial audits wherever necessary.
∎ Being a key point of contact for other departments on financial and accounting matters
∎ Supporting the Finance Officer and executives with projects and tasks when required
∎ Support on project-specific activities:
∎ Prepare a monthly micro plan.
∎ Receive, carry/store money as financial focal points for Upazila
∎ Prepare all kinds of financial formats.
∎ Cross-check and collect and submit all kinds (meeting sheets, session sheets, supply cost, etc) of financial papers.
∎ Communicate beneficiary/lead mother/support person who attended in session as per attendance or incentive sheet of field session.
∎ Besides, the Finance Officer must comply with all relevant economic rules and regulations.
∎ Output 2: Support on Upazilas-level administrative activities
∎ Support in organizing and managing meetings with UNS
∎ Make payments, process incoming invoices, and verify receipts.
∎ Creating reports and memos as needed
∎ Attended meetings and recorded notes and messages for managers and senior level officers.
∎ Support on supply management at a field level or office level
∎ Maintain and update upazila level project need databases.
∎ Arrange travel and accommodation as per need.
∎ Collaborate with UNS to develop a logistics distribution plan and ensure that relevant parties are informed of material movement details through a designated vendor.
∎ Generate labor bills and payment requests for logistics management in accordance with the respective contracts and invoices, using the financial system.
∎ Output 3: Support in HR activities
∎ Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements.
∎ Review employment and working conditions to ensure legal compliance.
∎ Monitoring employee performance
∎ Providing counseling to staff on policies and procedures
∎ Communicating with staff about issues affecting their performance.
∎ Ensuring accurate and proper record-keeping of employee information
∎ Record absences and leave
∎ Enforce HR policies and procedures
∎ Updating employee records
∎ Overseeing employee relations
∎ HR Officer will be responsible for above mentioned tasks and Asst Officer will support to HR Officer in accomplishing above tasks.
∎ Besides, HR Officer must comply with all relevant HR rules and regulations.
∎ Output 4: Strengthened coordination and collaboration:
∎ Participate in different coordination meetings organized at Upazila Health and Family Planning Office
∎ Ensure a good coordination and working relationship with Government and NGO staff working in different health facilities and corners.
∎ Keep close communication and coordination with Office Staff (Office assistant/UFPA) of the Health and Family planning department.
∎ Participate in National nutrition campaigns and events such as National Nutrition Week, Vitamin A Plus Campaign, World Breastfeeding Week, etc.
∎ Coordination and Collaboration with other partners who are implementing nutrition programs at Upazila level.
∎ Output 5: Ensure organizational policies and donor compliances are in place.
∎ Be aware of, understand and comply with all of SHED's policies and procedures (P4, finance, logistics, HR, security management, PSEA etc.)
∎ Ensure that assigned colleagues understand and comply with all of SHED's policies and procedures (P4, finance, logistics, HR, security management, PSEA etc.)

Additional Requirements:
∎ Age at most 35 years
∎ At least 3-5 years progressively responsible work experience in a community-based nutrition program.
∎ Mandatory Skills: MS word, MS excels, Power Presentation and habituated in using Various Financial, Logistics and HR Software etc.
∎ Age Limit: Maximum 35 Years (On 26.07.2023) but for highly experienced candidate (s) age can be flexible.

Salary:
∎ Salary Range (monthly): BDT 55,000-60,000 (Fifty Five-Sixty Thousand Taka only)

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 26 Jul 2023

Company Information:
∎ 20 Jul 2023
∎ Society for Health Extension and Development (SHED)

Category: NGO/Development

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