Deputy Admin and Finance Coordinator

Job Description

Title: Deputy Admin and Finance Coordinator

Company Name: Terre des hommes Foundation

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Contractual

Educational Requirements:
∎ Master in Finance and/or Accounting from any reputed academic institute.

Experience Requirements:
∎ 10 to 12 year(s)

Job Context:
∎ Desired date for taking-up duty : As Immediate
∎ Post Type : Full Time
∎ Contract Type : 1 year with possibility of extension.
∎ Hierarchical and organizational links:
∎ Reports to : Admin/Finance Coordinator
∎ Coordinates with : Accounting, Finance Controller, Desk HQ
∎ Direct line manager of : 4 staff (Functionally): all bases finance team
∎ Overall purpose of the role:
∎ The Administration/Finance Deputy Coordinator supports the Administrative/Finance Coordinator in the finance, accountancy and administrative management of the Delegation.
∎ S/he is responsible for the overall efficient, effective implementation of finance policies and procedures of the TDH and GAAP/IAS/BAS, VAT & Tax, NGOAB (FD`s Forms) rules and regulations in compliance with donor, internal rules and national laws.
∎ S/he participates to the budget monitoring and follow-up.
∎ S/he manages the cash processes at Delegation level under the supervision of the Administrative/Finance Coordinator.
∎ As the Risk Focal Point for the organization, S/he coordinates the risk identification and mitigation processes in collaboration with relevant key stakeholders within the organization as well as supports organizational learning and individual capacity-building in risk management.
∎ S/he supports the administrative and finance teams under the supervision of the Administrative/Finance Coordinator and S/he ensures that the teams are properly trained.

Job Responsibilities:
∎ Accounting management:
∎ Verify the accounting of all field bases (description, accounting codes, analytical codes, monthly exchange rate, etc.)
∎ Carry out a systematic monthly check of advances from the cash box (matched and unmatched)
∎ Verify transactions matching at Delegation level
∎ Ensure funds availability from donor and prepare cash flow statement for all field bases, bank reconciliation statement, in monthly basis for the Administrative/Finance Coordinator
∎ Support to prepare Cash Flow Projection, Bank Balance Report, Construction Cash Flow Projection, and Budget Variance report as required.
∎ Ensure that the monthly accounting documents are compiled and sent to Headquarters on due time and after validation by Administrative/Finance Coordinator
∎ Answer to accountancy feedbacks sent by Headquarters once accountancy pack is sent
∎ Ensure the necessary accounting changes in the accounting software when required (reallocations, etc.)
∎ Integrate last SAGA Save sent by the Headquarters into SAGA every month
∎ Verify vouchers and other accounting documents on a monthly basis and perform random checks.
∎ Cash management:
∎ Verify & check all necessary supporting documents for all disbursement and support the Finance Officer(s)/Assistant(s) and finance manager in Dhaka to ensure payment in timely manner
∎ Monitor the security of funds and participate the improvement of the internal cash management policy in collaboration with the Administrative/Finance Coordinator.
∎ Financial and budgetary management:
∎ Contribute to drawing up the new project budgets including FD6/7 budgets for CXB and Dhaka within coordination of finance coordinator
∎ Ensure that SAGA extractions are sent each month to all field based budget holders in order for them to perform the Operational Follow Up (OFU) /SAGA and FD6/7 cross check Dhaka and CXB
∎ Work in close collaboration with coordination and field bases to ensure the treasury forecasts are done in accordance to the budget
∎ Consolidate the monthly Budget follow-up by carrying out preliminary budgetary controls and integrating forecast up to end of project to be forwarded to the Administrative/Finance Manager and regularised if needed.
∎ Update the Allocation Board after validation of the Administrative/Finance Coordinator
∎ Prepare Tdh Treasury forecasts and prepare/send fund request to the HQ Finance controller for validation in the absent of finance coordinator.
∎ Contribute to the financial reporting to donors, local and national authorities (FD6/7).
∎ Partnership management:
∎ Participate in the assessment of potential local implementing partners as well as in the writing of partnership agreements for the administrative and financial guidelines
∎ Support local implementing partners on accounting issues and ensure that Partners' list of invoices and all supporting documents are checked, in line with budget, donor's guidelines, FD6/7 regulations and audit compliant
∎ Conduct quarterly financial verification of the partners on-site
∎ Ensure the capacity building of the administrative and finance teams of the local implementing partners.
∎ VAT & TAX Payment:
∎ Ensure compliance with VAT and Tax regulations
∎ Ensure that VAT and Taxes through Treasury Chalan are cleared in timely manner
∎ Control the effectiveness of VAT and Tax payments deposit into bank
∎ Provide trainings to the finance team on a regular basis.
∎ Administrative management:
∎ Ensure Finance documentation physical and electronic archiving, as well as securing accounting and administrative documents
∎ Link with Logistic department to ensure that lease/service contract sums due are paid in timely manner
∎ Risk management and compliance:
∎ Assess potential risks: likelihood of the risk occurring, impact of the risk on the objective, the effectiveness of existing controls for the risk, the severity of the residual risk, identify the priority risks for the organization to focus on
∎ Design a risk register and/or risk management plan within the organization and ensure this is regularly reviewed, discussed, and updated
∎ Coordinate the risk identification and mitigation processes in collaboration with relevant key stakeholders within the organization
∎ Ensure risk inputs are raised and considered in internal and external decision-making processes;
∎ Support organizational learning and individual capacity-building in risk management
∎ Participate in the 'Community of Practice in Risk Management' to share information, best practices, and challenges in risk management between partner organizations;
∎ Conduct trend analysis to determine whether risks are changing
∎ Conduct policy and compliance audits
∎ Ensure that all administrative and financial procedures are in compliance with the national regulations of the NGOAB (FD6/7)
∎ Lead and be accountable for monitoring and facilitating donors and governments' audits.
∎ Team management:
∎ Define the needs of administrative and financial personnel, and recruit according to the resources allocated
∎ Support and train the team under her/his supervision to ensure proper recording of financial transactions as well as budget management
∎ Propose regularly capacity building and training to the Admin/Finance Field teams of the Delegation
∎ Coordinate, plan and supervise the work of the Field Admin/Finance teams of the Delegation
∎ Appraise the team under her/his direct supervision and provide necessary input on technical part as technical referent of field finance team
∎ Reporting/Communication:
∎ Establish and maintain relationships with local and national administrative authorities, monitor regulations in force
∎ Take part in meetings relating to administrative and financial aspects, representing Terre des hommes on request
∎ Contribute to the preparation of financial reports (donors, NGOAB, etc.) as well as assist the Administrative/Finance Coordinator during internal/external audits
∎ Ensure the presentation of Tdh financial processes and design refreshment sessions about Finance topics with the support of the Administrative/Finance Coordinator
∎ Centralize and reports to Administrative/Finance Coordinator on administrative and financial processes implementation's feedbacks/issues
∎ Report regularly to each head of department financial related information about their respective budgets in collaboration with the Administrative/Finance Coordinator
∎ Report to the Administrative/Finance Coordinator any alerts concerning Tdh administrative and finance processes
∎ Provide briefing to newly arrived collaborators within the Delegation.

Additional Requirements:
∎ Experience and skills:
∎ At least 10-12 year(s) working experience with minimum 4-year experience as Admin/Finance Manager or Deputy or similar positions
∎ Previous working knowledge with INGOs/UN agencies is a must.
∎ Proven experience and knowledge in donor compliance and grant management, especially FCDO (former DFID) and USAID grants
∎ Ability to reinforce capacity buildings of collaborators on financial tools.
∎ Knowledge of the accounting software SAGA as an asset.
∎ Knowledge:
∎ Good teamwork capacities
∎ Fluency in spoken and written Bangla and English
∎ Excellent computer skills with MS Office (Excel in particular), MS Word, Outlook
∎ Excellent verbal and written communication skills in English.
∎ Personal attributes:
∎ Result oriented
∎ Good at working in a team
∎ Good communication skill, both verbal and written communication
∎ Analyzing
∎ Work independently and with short deadlines
∎ Willingness to spend at least 30% of the job on field missions.
∎ Others:
∎ Accept new responsibilities as and when those are assigned by the line supervisor.
∎ The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and - during office hours - non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programme implementation.
∎ S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 22 Sep 2021

Company Information:
∎ 14 Sep 2021
∎ Terre des hommes Foundation
∎ Business : Committed to Child Health and Child Relief

Category: NGO/Development

Source: bdjobs.com

Similar Jobs

Project Coordinator (PC)

Technical Specialist-Monitoring, Evaluation, Research, and Learning (MERL), CCSU (Re advertisement)

CFM Assistant

MEAL Officer

Technical Officer (Engineer)

Field Engineer

Project Coordinator (PC)

Monitoring & Evaluation Officer

Senior Technical Officer (Engineer), Health and Nutrition, HCMP

Community Mobilization Officer (General)

Community Mobilization Officer (Diploma in Civil Engineering)

Accounts cum MIS Officer

Officer, Warehouse, HCMP

Community Mobilization Officer (Forestry)

Community Mobilization Officer (Livestock)

Community Mobilization Officer (Civil Engineering)

Technical Officer (Environment and Monitoring)

Project Coordinator

Monitoring & Evaluation Officer

Community Mobilization Officer (General).

Project Coordinator (PC)

Community Mobilization Officer (Agriculture/Fisheries/Livestock/Forestry)

Senior Project Officer WGSS & Girl Shine, Protection, Bhasan Char, HCMP

Technical Advisor - Humanitarian And Resilience

Finance Coordinator (Re-Advertisement)

ECCD Facilitator

Technical Specialist - Education in Emergency

Technical Officer (Environment and Monitoring), RHL Project

Technical Officer (Aquaculture), RHL Project

Community Mobilization Officer (Livestock), RHL Project

Community Mobilization Officer (Forestry), RHL Project

Community Mobilization Officer (Fisheries), RHL Project

Community Mobilization Officer (Agriculture), RHL Project

Community Development Officer (Civil), RHL Project

Admin and Accounts Officer, RHL Project

Program Officer

Project Coordinator (PC), RHL Project

Program Manager

MHPSS and GBV Focal Person

Assistant - Grants and Communication