Job Description

Title: Deputy Admin/Finance coordinator

Company Name: Terre des hommes

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ Master in Finance and/or Accounting

Experience Requirements:
∎ At least 4 year(s)

Job Context:
∎ Initially, 7 months which can be extended depending upon the competencies of the candidate and requirements of project.
∎ 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.
∎ Support Finance coordinator and finance manager in Dhaka based on upcoming action plan for merging of the delegation/centralization of finance.
∎ And as the analysis of the gaps and re-arrangement finance department ongoing some tasks would be defined after which S/he will be appointed to take over
∎ S/he will be taken over the tasks for regional finance manager while S/he is absent

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 manger in Dhaka and 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
∎ • Contribute to the financial reporting to donors, local and national authorities (FD6/7).
∎ Partnership management
∎ • Participate in the assessement 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 admistrative 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 techincal 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:
∎ Minimum 4-year experience as a Admin/Finance Manager or Deputy or similar positions
∎ Excellent computer skills with MS Office (Excel in particular), MS Word, Outlook
∎ Knowledge of the accounting software SAGA as an asset
∎ Ability to reinforce capacity buildings of collaborators on financial tools
∎ Excellent verbal and written communication skills in English

Salary: Tk. 170515 (Monthly)

Compensation & Other Benefits:
∎ Weekly 2 holidays
∎ Health Insurance

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 11 Jun 2022

Company Information:
∎ 26 May 2022
∎ Terre des hommes
∎ Business : Terre des hommes Foundation (Tdh) is an International Non-Profit Private Organization operating in Bangladesh since 1974 in the fields of Child Protection, Healthcare, Nutrition, Emergency Relief, Water/Sanitation and Hygiene.

Category: NGO/Development

: Application should include curriculum vitae and motivational letter addressed to the Country Representative, Terre des hommes Foundation with “Deputy Admin/Finance Coordinator” in the subject field.A motivational letter with an updated CV should include current salary (if in employment) or last salary drawn, and expected salary, names of two former supervisors to serve as references with phone and email contact info, and earliest date of availability.Only properly complete applications will be considered for short-listing. Short-listed applications will subsequently be called for written and interviews.Candidates should apply only through bgd.cox.recruitment@tdh.ch The deadline is 11 June 2022 by 5:00 PMTdh is committed to Gender balance & inclusion and these will be important selection criterias.Tdh and Tdh employees are required to abide by the values and principles outlined in Tdh Global Code of Conduct and Risk Management Policies.Fully complies with Tdh's Global Code of Conduct and systematically reports any breach to the Code through the whistle-blowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities and our own Staff.Commits to respecting Risk Management Policies including:Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and Abuse, and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies.Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene.Gender Equality & Equal Opportunity:We are committed to narrowing the gender gap in all positions. We welcome and strongly encourage qualified female professionals to apply.We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.We offer exciting and varied work, useful and meaningful, in a team that wants to make a difference for vulnerable children. Are you interested to join our committed team to face this challenge?