Job Description

Title: Finance & Admin Officer - BGD 1051-23 Project, FIVDB

Company Name: Friends in Village Development Bangladesh (FIVDB)

Vacancy: 1

Job Location: Sirajganj, Sirajganj (Sirajganj Sadar)

Employment Status: Full-time

Educational Requirements:
∎ Minimum Honors or Master’s Degree in Accounting/Finance from reputed universities.
∎ At least five years of professional experiences in in development organization in the field of Accounts/Finance.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Friends in Village Development Bangladesh (FIVDB) is going to implement the “Strengthening Rural Advisory Services to Support the Economic Situation of Women in the Char Region of Bangladesh / Rural Advisory Services for Women Empowerment (RASWE).” project funded by the Welthungerhilfe (WHH).
∎ The project aims to improve income and employment opportunities for poor women by promoting rural extension services, agricultural entrepreneurship and strengthened civil society to bring about gender-transformative change and sustainably empower women as self-determined agents of change who shape positive change in society.
∎ Public extension services remain the backbone of the Rural Advisory Services (RAS) system in Bangladesh, while the private sector and civil society complement existing public services. Despite having multiple or permanent bases on the ground, the effectiveness of government agricultural extension organisations or agencies is hampered by a lack of resources, and an often top-down approach as well as the extension services tend to cater mainly for the needs of large farmers who can adopt new technologies comparatively easier than their small-scale farmers. Moreover, it has been reviled that access to extension services remains limited particularly for farmers living in the remote areas of Bangladesh, such as the Char regions of the country. In such places, farmers particularly women, face difficulties in accessing appropriate RAS infrastructure. As a result of such limitations in accessing adequate information, agricultural product outlets or comprehensive financial services the ability of farmers to increase their productivity becomes significantly constrained. On the other hand , the private sector is usually not very active in the fields of agricultural advisory and extension services delivery. Their model of reaching out to farmers tends to be through agro-dealers, who are often static service points usually located in Upazila headquarters and permanent markets. Such places are typically inaccessible to most women and often provide a limited range of products to farmers. Furthermore, the non-governmental and civil society organisations in Bangladesh, have a strong presence on the ground and offer microcredit services together with microfinance institutions, where the majority of the beneficiaries are women. And a large proportion of the loans made available to communities are utilized mainly for consumptive rather than productive purposes. Also, the non-governmental organisations services mainly Donor depended on which is not sustainable for the long run. The overall objective of this project is to improve the socio-economic situation of economically vulnerable and politically marginalised women in the rural district of Sirajganj in the Char region.
∎ With the partnership of FIVDB, the project will focus in Sirajganj Sadar Upazila under Sirajganj district. The duration of the project is 3 years, and the job is contractual for the project period. The position will be recruited for implementing the project based at the Project Office at Sirajgonj district with substantial field activities.

Job Responsibilities:
∎ The Finance and Admin officer will ensure sound bookkeeping, regular financial operations, support program team for smoothly implementation of the program activities where financial transaction present, ensure timely fund request preparation and financial reporting, and audits of the project accounts. The Finance and Admin officer will be responsible for the effective financial management of the project such as financial planning/budgeting, monitoring, analysis, reporting, strategic discussions/ decisions to meets the donors’ compliance. The Finance and Admin officer will closely work with the Project Coordinator to ensure smooth and effective implementation of the program in timely manner.
∎ A. Books of Accounts & Reporting
∎ - Check & ensure all bill voucher, finance documentations are made available on demand.
∎ - Maintain up-to-date books of account and data entry in Tally Accounting Software and preserve all kinds of subsidiary registers.
∎ - Ensure all receipts and follow up of settlements of advances and evidence.
∎ - Regular posting of all payments into approved budget line.
∎ - Ensure timely and properly deduction of VAT/TAX and TDS from supplier’s and personal Tax from Employees and deposit to Govt treasury in timely and also preserves the relevant documents.
∎ - Prepare fund request, financial reports/statements and relevant documents and submission to Donor in timely manner.
∎ - Maintain all kinds of banking transactions and associated tasks including bank reconciliation.
∎ - Prepare and monitor periodic (Monthly/Quarterly) budget variance analysis reports including revision of annual budget as per need
∎ - Review the budget variance (under/Overspent) in the Budget line item.
∎ - Ensure the reimbursements are adjusted with proper account.
∎ B. Program support and Documentation
∎ - Conduct field visit to examine the financial documents, verification, provide feedback and support to financial dealings at all levels.
∎ - Orient the project team colleagues on financial policy, norms, mandatories, and compliances for quality financial management
∎ - Follow up day to day expenses/financial operation and advice to improving the lack and internal control system,
∎ - Preserve and maintain filing of all-important financial documents, legal documents, financial contract, MOU, third party contract, financial information served to GO body, donor agreements, approved plan & budget, project proposal, bank information and audit reports,
∎ - Maintain liaison with central administration, finance and human resource departments.
∎ - Safeguarding of petty cash, Bank cheque books, audit report and other valuable documents of the project.
∎ - Participate in staff coordination meeting and donor meeting and share budget and financial plan, progress, backlogs, and plan accordingly in team
∎ C. Compliance
∎ - Ensure updated VAT, Tax, Revenue, and other applicable compliance according to Bangladesh government law and regulations.
∎ - Ensure that all policies and procedures are in compliance with Donor and funding source policies, procedures, agreement clauses, along with organization's financial policies,
∎ - Improving internal control systems, financial discipline, transparency and accountability.
∎ - Ensure scrutiny of budget request/bills/payment requests and availability of budget,
∎ - Review financial monitoring report and follow up the compliance
∎ D. Procurement
∎ - Ensure that procurements/purchases have been processed following policy and compliances properly, before payment
∎ - Update supplier’s/vendors list on regular basis
∎ - Form procurement committee, organize Procurement Committee meeting for ensuring smooth procurement.
∎ - Assist to prepare a Comparative Statement of quotations (comparing prices, specifications) to determine the best bid among potential suppliers for evaluation by the Procurement Committee in timely and qualitatively
∎ E: Fixed Assets/Inventory
∎ - Ensure inventory and identification of fixed assets/inventory at office and expatriate location
∎ - Reviews and update periodically inventory/stock management
∎ - Maintain store and stocks of different goods under the project
∎ F. Admin
∎ - Maintain personal file of the project staffs, leave, sick and other registers.
∎ - Regular check the vehicle (Motorbike) logbooks
∎ - Maintain the staff attendance sheet and movement register for all the project office staff
∎ - Ensure the Security and logistics of the Office
∎ - Safeguarding of different agreement, deed, contract papers, certificates(insurance) related to project
∎ - Safeguarding of copies of additional keys of motorcycles, password/PIN numbers of different equipment's (mainly computer, printer etc.) related to guarantee condition.
∎ G. Assistance to Auditors
∎ - Ensure all financial documentations are made available on demand of auditors.
∎ - Independently face internal and external audit
∎ - Prepare draft of management response upon audit queries and observation and submit to organizational management through immediate supervisor
∎ - Support to project and organization in executing and follow up audit recommendations

Additional Requirements:
∎ Age 25 to 55 years
∎ Knowledge and Experience in managing donor’s funded projects, budgeting, procurement, finance, monitoring and external audits
∎ Skill in Computer software as MS-Office, MS Excel and MS Power Point.
∎ Fluency in spoken and written English and Bangla language.
∎ Ability to work in a team and with good networking and interpersonal skills
∎ Good reporting and documentation skills
∎ Ability to drive motorcycle with having valid driving license
∎ Ability to work under stressful situations and meet deadlines.

Salary:
∎ Tk. 60000 - 75000 (Monthly)
∎ Deduction of Tax at Source

Compensation & Other Benefits:
∎ Weekly 2 holidays, Mobile bill
∎ Salary Review: Yearly
∎ Festival Bonus: 1
∎ As per the project policy of FIVDB and the budgeted provision of this project.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 20 Sep 2023

Company Information:
∎ 16 Sep 2023
∎ Friends in Village Development Bangladesh (FIVDB)
∎ Address : FIVDB, Khadimnagar, Sylhet-3103
∎ Business : FIVDB is a development organization, established in 1979. Its major operation cover 7 major districts and concentrates round in the north-east of Bangladesh. It mission is to give disadvantage women, men and children greater voice, reduce their vulnerability, increase use of citizenship rights and help them enhance their quality of life.

Category: NGO/Development

: FIVDB affirms the 'ZERO' tolerance approach against sexual exploitation and abuse. And is committed to preventing any type of unwanted behavior at work including sexual harassment, lack of integrity, and financial misconduct, and expects staff to promote the welfare of children and adults at all times. FIVDB expects all staff and volunteers to share this commitment through our Code of Conduct. We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.FIVDB is an equal-opportunity organization and any kind of persuasion will be construed as automatic disqualification.Only short-listed candidates will be contacted for an interview.Join us on our Facebook page for more updates: www.facebook.com/fivdbngo