Finance & Administration Officer
Job Description
Title: Finance & Administration Officer
Company Name: Friends in Village Development Bangladesh (FIVDB)
Vacancy: 01
Job Location: Moulvibazar (Baralekha, Juri, Kulaura)
Employment Status: Full-time
Educational Requirements:
∎ Master's Degree in Accounting/Finance from reputed universities.
∎ At least five years of professional experiences 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 Ensuring Quality Education for the Adolescent Girls of Tea Gardens Project in Tea Gardens of Kulaura, Borlolekha and Juri Upazila under Moulovibazar district supported by Malala Fund. The present project tenure is up to October 2024.
∎ The project aim to increase participation and achievement of girls of tea plantation worker in secondary education. The project will work to remove the social and cultural impediments that make the girls drop out of secondary education. To that end, it will seek to build a safe social environment where girls and their parents/guardians feel it safe and convenient for them to go to school, where girls are able to maintain their health hygiene. Pedagogically, it will support the girl students who find it challenging to keep up with their studies and the girls who may have dropped out with support so that they can get back to mainstream education. The project will also help the girls in their personal development through extra-curricular activities, cultural and sports activities. In doing all these the project will promote youth – especially girls’, agency enabling them to assume the role of change leaders in their communities. Overall, the project will contribute towards higher educational endowment and create the impetus to sustain the growth in education in the tea garden communities.
∎ The duration of the project is 2 years, and the job is contractual with a 3 months probation period. The position will be recruited for implementing the project based at the Project locations with substantial field activities.
Job Responsibilities:
∎ The Finance and Administration officer will ensure sound bookkeeping, regular financial operations, support project team for smooth implementation of program activities by ensuring timely facilitation of administrative and financial transactions, ensure timely fund request preparation and financial reporting, and audits of the project accounts. The Finance and Administration officer will be responsible for 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 Administration 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 proper deduction of VAT/TAX and TDS from supplier's and personal Tax from Employees and deposit to Govt treasury timely and also preserve the relevant documents.
∎ Prepare fund request, financial reports/statements and relevant documents for submission to upstream partner/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, and assist project management in its decision making.
∎ 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 project team colleagues on financial policy, norms, mandates, and compliances for quality financial management
∎ Follow up day to day expenses/financial operation and advice to improving the 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 maintaining quality in a timely manner
∎ E: Fixed Assets/Inventory
∎ Ensure inventory and identification of fixed assets/inventory at office and expatriate location
∎ Review 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 and other registers.
∎ Regular check of vehicle (Motorbike) logbooks
∎ Maintain staff attendance sheet and movement register for all 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
∎ Ensure the safety of team members (in respect to Prevention of sexual exploitation and abuse - PSEA) from any harm, abuse, neglect, harassment and exploitation to achieve the programme's goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
∎ Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
∎ Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
∎ Perform any other assignment given by the project management and the organization.
Additional Requirements:
∎ Age 25 to 50 years
∎ Both males and females are allowed to apply
∎ Gender Sensibility
∎ Acquire knowledge on Gender sensibility and organizational Gender Policy and act accordingly
∎ Child Protection and PSEA Policy
∎ Acquire knowledge on Child Development and organizational Child Protection Policy and Protection from Sexual Exploitation and Abuse (PSEA) Policy and act accordingly.
∎ Knowledge and Experience in managing donor funded projects, budgeting, procurement, finance, monitoring and external audits .
∎ Fluency in spoken and written English and Bangla language.
∎ Proven analytical abilities, good documentation skills
∎ Proven leadership quality
∎ Knowledge and Experience in managing projects, procurement, reporting, finance, visibility; external audits.
∎ Skill in Computer software as MS-Office, MS Excel and MS Power Point.
∎ Valid Motorcycle driving License holder.
Salary: Tk. 50000 (Monthly)
Compensation & Other Benefits:
∎ Mobile bill
∎ As per project policy of FIVDB and Budget allocation of this Project.
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 12 Dec 2022
Company Information:
∎ 4 Dec 2022
∎ Friends in Village Development Bangladesh (FIVDB)
∎ Address : FIVDB, Khadimnagar, Sylhet-3103
∎ Web : www.fivdb.net
∎ 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 is an equal opportunity organization Only short listed candidates will be contacted for interview.FIVDB is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, 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.Join us our Facebook page to more update: www.facebook.com/fivdbngo
