Deputy Administration and Accounts Manager

Job Description

Title: Deputy Administration and Accounts Manager

Company Name: Blue Planet Initiative

Vacancy: --

Age: At least 30 years

Job Location: Dhaka

Salary: --

Experience:

• 7 to 10 years
• The applicants should have experience in the following business area(s): NGO

• Master's degree in Accounting, Finance, Business Administration, Management, or related discipline.

• Professional qualifications such as CA (CC), CMA, ACCA (part qualified) or equivalent will be considered an advantage.

• Additional training in procurement, financial management, donor compliance, or human resource management is desirable.

• 7 to 10 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 30 years

Experience:

• Minimum 7-10 years of progressively responsible experience in finance, accounting, administration, procurement, or operations within NGOs, INGOs, donor-funded projects, government institutions, or the private sector.

• Experience managing donor-funded project finances and procurement processes is highly desirable.

• Experience supporting audits, grant management, and financial reporting is preferred.

• Familiarity with Bangladesh labour laws, tax regulations, VAT requirements, and NGO regulatory compliance is an advantage.

Required Competencies:

Technical Competencies:

• Financial accounting and bookkeeping

• Budget preparation and financial monitoring

• Procurement and contract administration

• Office administration and operations management

• Inventory and fixed asset management

• Payroll administration

• Grant financial management

• Internal controls and compliance

• Audit coordination

• Financial reporting and documentation

Core Skills:

• Strong analytical and numerical skills

• Excellent organizational and planning abilities

• High level of accuracy and attention to detail

• Strong communication and interpersonal skills

• Problem-solving and decision-making abilities

• Ability to manage multiple priorities and meet deadlines

• Integrity, accountability, and confidentiality

• Ability to work independently and collaboratively within multidisciplinary teams

Computer Skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Advanced Microsoft Excel skills, including financial analysis and reporting

• Experience with accounting software such as QuickBooks, Tally, ERP systems, Xero, Sage, or similar financial management software

• Familiarity with cloud-based accounting and document management systems is an advantage

Preferred Knowledge

• International Financial Reporting Standards (IFRS) or applicable accounting standards

• NGO financial management and donor compliance requirements

• Procurement policies of major development partners (e.g., UN agencies, bilateral donors, international NGOs)

• Bangladesh taxation, VAT, labour laws, NGO Affairs Bureau requirements, and statutory reporting obligations

• Results-Based Management (RBM) and project financial management

• Risk management and internal control systems

Key Performance Indicators (KPIs)

• Accuracy and timeliness of financial records and reports.

• Compliance with organizational, donor, and statutory financial requirements.

• Timely processing of payments, payroll, and financial transactions.

• Effective budget monitoring and expenditure control.

• Transparent and compliant procurement processes.

• Accurate inventory and fixed asset management.

• Successful completion of internal and external audits with minimal findings.

• Timely submission of financial reports to management and donors.

• Efficient office administration and logistical support.

• Continuous improvement of financial, administrative, and operational systems.

• Reports To: Finance and Administration Manager.

• Duty Station: Dhaka with occasional travel to project locations as required.

• Project Duration: 12 months (May be extended)

Job Purpose

The Deputy Administration and Accounts Manager is responsible for supporting the efficient management of Blue Planet Initiative (BPI)'s administrative, financial, procurement, logistics, and asset management functions. The position will ensure compliance with organizational policies, donor regulations, and statutory requirements while maintaining accurate financial records and effective administrative systems.

Working closely with the Finance and Administration Manager, the Deputy Manager will support budgeting, accounting, procurement, Asset management, payroll, office administration, inventory management, audit coordination, and human resource administration to ensure smooth organizational operations and effective implementation of BPI's programs.

Key Responsibilities

1. Financial Management and Accounting

• Maintain accurate accounting records in accordance with organizational policies, accounting standards, and donor requirements.

• Prepare and maintain cash books, general ledgers, journals, vouchers, invoices, payment records, and supporting financial documentation.

• Record daily financial transactions using approved accounting software.

• Prepare bank reconciliation statements, cash reconciliations, and monthly financial summaries.

• Monitor cash flow and petty cash transactions to ensure adequate operational liquidity.

• Verify payment requests, supporting documentation, and financial approvals before processing.

• Ensure timely processing of payments to staff, vendors, consultants, and service providers.

• Preparation of monthly, quarterly, and annual financial reports.

• Handle VAT, tax returns, National Board of Revenue (NBR) compliances, and RJRC compliances.

2. Budgeting and Financial Reporting

• Assist in preparing annual organizational budgets and project budgets.

• Monitor budget utilization and expenditure against approved budgets.

• Prepare budget variance analyses and expenditure forecasts.

• Support financial reporting for management, the Board, and development partners.

• Assist project teams in preparing financial information required for donor reports.

• Ensure expenditures comply with approved budgets and donor agreements.

3. Administration and Office Management

• Coordinate day-to-day office administration to ensure efficient organizational operations.

• Oversee office supplies, utilities, maintenance, security, and housekeeping services.

• Maintain administrative records, contracts, insurance documents, and organizational files.

• Coordinate office space management and facility maintenance.

• Ensure a safe, functional, and professional working environment.

• Support implementation of organizational administrative policies and procedures.

4. Procurement and Contract Management

• Coordinate procurement processes in accordance with BPI's procurement policy and donor procurement guidelines.

• Prepare procurement plans, purchase requests, requests for quotations (RFQs), bid documents, and comparative statements.

• Obtain quotations, evaluate supplier offers, and facilitate procurement committee processes.

• Maintain procurement records and contract files.

• Monitor supplier performance and maintain vendor databases.

• Ensure transparent, competitive, and cost-effective procurement practices.

5. Inventory and Asset Management

• Maintain fixed asset registers, inventory databases, and equipment records.

• Conduct regular inventory verification and physical asset inspections.

• Monitor issuance, transfer, maintenance, and disposal of organizational assets.

• Coordinate annual asset verification exercises.

• Ensure proper asset tagging and documentation.

• Prepare periodic inventory and asset management reports.

6. Human Resources and Payroll Support

• Support recruitment logistics, staff onboarding, and personnel documentation.

• Maintain employee records and administrative files.

• Assist in payroll preparation, leave records, attendance monitoring, and staff benefits administration.

• Coordinate staff travel, accommodation, and logistical arrangements.

• Support implementation of organizational HR policies and procedures.

7. Audit, Compliance, and Risk Management

• Assist internal and external auditors by providing financial records and supporting documentation.

• Ensure compliance with donor financial regulations, organizational policies, and statutory requirements.

• Monitor financial controls and recommend improvements to strengthen accountability.

• Support implementation of audit recommendations.

• Maintain documentation required for donor reviews and compliance monitoring.

8. Grants Administration Support

• Maintain financial records for donor-funded projects.

• Support grant budget monitoring and expenditure tracking.

• Assist project managers in financial planning and reporting.

• Ensure donor-specific financial documentation and compliance requirements are met.

• Support preparation of financial information for grant proposals when required.

9. Logistics and Operational Support

• Coordinate transportation, vehicle management, travel bookings, accommodation, and logistical arrangements for staff and organizational events.

• Support workshops, conferences, training programs, and meetings by coordinating procurement and logistics.

• Manage relationships with service providers, landlords, maintenance contractors, and vendors.

• Ensure timely renewal of office licenses, subscriptions, and service agreements.

10. Documentation and Reporting

• Maintain organized financial and administrative filing systems, both physical and digital.

• Prepare monthly administrative and financial status reports.

• Maintain confidential financial and personnel records.

• Support preparation of Board papers and management reports related to finance and administration.

• Contribute to organizational planning, policy implementation, and operational improvement initiatives.

11. Other Responsibilities

• Perform additional finance, administration, procurement, or operational duties assigned by the Manager – Operations, Finance Manager, or Executive Director.

• Support emergency response activities and organizational events as required.

• Contribute to continuous improvement of administrative and financial systems.