Finance and Admin Assistant

Job Description

Title: Finance and Admin Assistant

Company Name: Human Relief Foundation

Vacancy: --

Age: At least 25 years

Job Location: Kurigram (Ulipur)

Salary: --

Experience:

• At least 4 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Commerce (Pass)
• Bachelor of Business Administration (BBA)
• Bachelor of Business Studies (BBS)
• Master of Business Administration (MBA)
• Master of Business Studies (MBS)

• A master's level degree/bachelor's degree in commerce, preferably in finance/accounting.

• Completed CACC will be given preference.

• At least 4 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 25 years

Person specification and experience requirement:

• Minimum 4 years' practical experience in the relevant field

• Communication skills in English and Bangla.

• Computer skills (word processing, spreadsheet, and database). Skill in a software program will be considered as an additional computer competency.

• Should know financial operations and management.

• Should know general administration, store management, systematic filing, and record keeping

• Ability to plan and optimally use available resources.

• Ability to set priorities, plan, and organize the work schedule

• Experience in working with partners and various stakeholders.

• Knowledge of sensitivity issues, such as challenges and obstacles in working with women, girls, children, and in a conflict situation.

Human Relief Foundation is a charity established in the United Kingdom in 1991. For over two decades, the Human Relief Foundation has been instrumental in saving lives & relieving suffering in some of the world's poorest regions. HRF responds to emergencies by providing aid to affected areas worldwide and working to reduce the major losses caused by these disasters. HRF has been implementing a Multi-Sector Assistance Project in different areas of Bangladesh. Currently, Human Relief Foundation (HRF) is seeking highly energetic and dynamic personnel who will take overall responsibility for providing essential administrative, financial, HR, and internal control services to the HRF Regional Office whilst ensuring compliance with HRF policies, systems, and procedures. The Finance and Admin Assistant is responsible for assisting the Head of Finance and Support Services in managing financial activities; checking bills and vouchers related to procurement and other general services; and ensuring control, monitoring, and reporting in compliance with GAAP, HRF financial, administrative, HR, and procurement policies and procedures.

Responsible to: Head of Finance and Support Services

Project Duration: 1 Year

Job location: Ulipur Upazila, Kurigram District

Job description/Responsibilities:

Finance Activities:

• Checking day to day all bills/vouchers, including supporting documents.

• Prepare staff salary sheet and other payments, and submit to the Head of Finance and Support Services.

• Maintain financial records, including cash book, ledger book, bank book, journals, and petty cash.

• Custodian of the cheque books and cash and ensure that all are under lock and key.

• Manage all payments after accounting for tax and VAT in accordance with government rules and regulations.

• Maintain petty cash and report when required.

• Prepare monthly, quarterly, and yearly financial reports of the Regional Office.

• Prepare and post all vouchers in the system, supported by all relevant documents, with the "Paid" seal.

• Record all expenditures in the ledger that align with the budget line item and report them monthly.

• Check the approved budget for all kinds of procurement and review where necessary.

• Review and monitor all advances and adjustments on time.

• Oversee day-to-day banking procedures and liaise with bank personnel to ensure smooth banking

• operations.

• Prepare a bank reconciliation statement.

• Secure the proper filing and storage of all financial records of the HRF Regional Office.

• Assist and provide information to internal and external auditors.

Administrative and HR Management:

• To maintain HRF administrative policies and procedures, e.g., procurement, security, travel, HR, and expense reporting.

• Oversee the proper upkeep and maintenance of office premises.

• To monitor all service contracts to ensure they are valid and maintained.

• Timely verification of stocks and assets, inventories at the office, and updating the registers.

• Ensure the fixed assets items are appropriately numbered, room-wise updated, and displayed.

• To provide all types of support during training/workshop/meeting and communicate, coordinate, and cooperate with all units, and provide logistic support in time as needed.

• Manage staff travel logistics and ensure all hired vehicles comply with established procedures.

• Ensure the visibility and branding of each activity implemented by HRF.

• Arrange a staff meeting and prepare minutes as per the agreed time.

• Ensure all compliance processes align with stakeholders.

• Monitor the proper and authorized use of the office computers to ensure they are used smoothly.

• Maintain incoming and outgoing mail of the Regional Office

• Provide on-the-job training, coaching, and mentoring to the support staff.

Procurement and logistics:

• To ensure all items are procured as per the procurement policy and well-documented.

• Prepare Purchase Requisitions (PRs) in line with the approved budget for all procurement types.

• Collect quotations, prepare comparative statements, and issue a purchase order (PO) as per procurement policy.

• Maintaining the purchase register.

• Prepare monthly/quarterly procurement requirements in accordance with the approved budget.

• Manage utilities (e.g., electricity, water, gas) and oversee their operations.

• Protect HRF properties, different negotiations due to miscellaneous problems, visitors, and theft cases.

• Provide all kinds of support to the visitors from the field office, Country Office, HQ, donors, and other stakeholders.

Any Other

• Any other task assigned by the Management.