Finance and Admin Assistant (FAA)

Job Description

Title: Finance and Admin Assistant (FAA)

Company Name: Society for Health Extension and Development (SHED)

Vacancy: --

Age: At most 35 years

Job Location: Cox`s Bazar

Salary: Negotiable

Experience:

• 2 to 3 years
• The applicants should have experience in the following business area(s): NGO

Bachelor’s degree in Finance, Accounting, Business Administration, or related field (Master’s preferred)

• 2 to 3 years
• The applicants should have experience in the following business area(s): NGO

• Age At most 35 years

Experience

 Minimum 2–3 years of experience in finance and administration in NGO/INGO sector

 Experience supporting UNICEF-funded projects and familiarity with HACT procedures (preferred)

 Experience in humanitarian or Rohingya response context (preferred)

Skills & Competencies

 Basic knowledge of accounting and financial documentation

 Familiarity with FACE form and UNICEF financial procedures (preferred)

 Proficiency in MS Excel and accounting software

 Good organizational and documentation skills

 Strong attention to detail and accuracy

 Ability to work under supervision and meet deadlines

 Integrity and confidentiality

Core Competencies

 Accountability

 Teamwork and cooperation

 Planning and organizing

 Attention to detail

 Communication skills

Deliverables

• Accurate and timely financial documentation and data entry

• Updated cashbook and ledger records

• Properly maintained filing and asset register

• Compliance with financial and administrative procedures

Job Purpose:

The Finance and Admin Assistant (FAA) supports the Senior Finance and Admin Officer (Sr. FAO) in ensuring effective financial management, administrative operations, and compliance with UNICEF Programme Document (PD), HACT framework, and organizational policies. The position assists in maintaining accurate financial records, processing payments, supporting procurement and logistics, and ensuring proper documentation to facilitate the smooth implementation of the UNICEF-supported SBC programme.

Key Responsibilities

A. Financial Management & Documentation

 Assist in maintaining books of accounts in line with organizational policies and UNICEF guidelines

 Prepare payment vouchers, journal entries, and supporting documentation

 Support preparation of FACE, ICE, Statement of Expenditure (SoE), and fund requisition documents

 Record daily cash and bank transactions and maintain updated cashbook and ledger

 Assist in bank reconciliation and financial data entry into accounting software

 Support VAT/TAX deduction, documentation, and record-keeping

 Maintain proper filing (physical and digital) of all financial documents

 Assist during internal and external audits by organizing required documents

B. Budget Tracking & Support

 Assist in tracking expenditures against approved PD budget lines.

 Support monitoring of budget utilization and updating expenditure tracking sheets.

 Help prepare budget summaries and financial status updates as required.

C. Administrative & Logistics Support

 Provide support in procurement processes following organizational and UNICEF procedures

 Assist in collecting quotations, preparing comparative statements, and processing purchase requests

 Maintain inventory and asset register under supervision of Sr. FAO

 Support office administration, logistics arrangements, and documentation

 Assist in organizing programme events, meetings, and workshops

D. HR & Payroll Support

 Assist in maintaining staff attendance and leave records

 Support payroll documentation and payment processing

 Assist in processing cash payments for FDMN volunteers and SBC outreach activities under supervision

E. Compliance & Risk Management

 Ensure all financial transactions are supported by proper documentation

 Support compliance with UNICEF HACT, ESS, and organizational financial procedures

 Assist in maintaining documentation for spot checks and micro-assessments

 Immediately report any financial irregularities to the Sr. FAO

F. Coordination & Reporting

• Coordinate with programme and field staff for financial documentation collection

• Provide administrative and financial updates to the Sr. FAO as required

• Participate in internal review meetings when necessary

As per Organization/project provision