Finance and Admin Assistant (Maternity Coverage)

Job Description

Title: Finance and Admin Assistant (Maternity Coverage)

Company Name: HEKS/EPER (Coxs Bazar)

Vacancy: --

Age: Na

Job Location: Cox`s Bazar

Salary: Tk. 81991 (Monthly)

Experience:

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

• Bachelor/Honors

Education and professional experience

• Bachelor’s degree with 3 years’ experience in Accounting or Management

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

• Should be able to prepare and manage Tax related transactions

• Working experience in a similar function is a must

• Professional requirements

• Working with an INGO is preferable

• Basic computer skill in excel

• Language

• Basic English skills (written, spoken and reading)

• Personal requirements

• Willingness to accept frequent travels

• Flexibility and Stress-management

• Respect of HEKS/EPER mission and values

Duty station Cox’s Bazar, Bangladesh

Starting date 25th May 2026

Contract duration Up to October 2026 (Renewable, If Needed)

Contract type Full time

Reports to Finance and Admin Manager

Coordinates with Program Managers and Officers

Direct line supervisor of Office cleaner cum cooks

GENERAL CONTEXT AND BACKGROUND:

HEKS/EPER, Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty and injustice in 31 countries on four continents. HEKS/EPER also provides emergency relief for victims of natural disasters and armed conflict worldwide and supports the welfare and social work of the Reformed Churches in Eastern Europe and in the Middle East. In Switzerland, HEKS/EPER champions the rights and the integration of refugees and socially disadvantaged people. HEKS/EPER is a member of the ACT Alliance.

HEKS/EPER has been active in Bangladesh since 1975 and is registered by the NGO Affairs Bureau. Its development cooperation department mostly focusses on projects for ethnic minorities (Dalits and Adivasi) in Northern Bangladesh. Humanitarian aid interventions in the Rohingya response are managed directly by the Humanitarian Aid Department from an own office in Cox’s Bazar and field offices in camps.

Since 2017 HEKS implements Rohingya projects with an overall volume of some 6 million USD. Since 2019 the Humanitarian Aid office based in Cox’s Bazar directly implements projects. The main donors are: Swiss Solidarity (SwS), Swiss Agency for Development and Cooperation (SDC), World Health Organization (WHO) and HEKS funds. The international Organization for Migration (IOM) provided in-kind support worth some additional 5 million CHF. The biggest interventions are implemented in the construction-related sectors Shelter, WASH, and Site Improvement. After the outbreak of COVID-19, HEKS/EPER has also initiated projects as a response to the pandemic.

JOB PURPOSE:

The Finance and Admin Assistant is responsible for managing HEKS/EPER petty cash, verifying bill vouchers, processing payments as well as providing administrative support to ensure the smooth operation of office activities. The role ensures that finance support services are delivered with accuracy, quality, and efficiency in compliance with organizational policies and procedures. The position also supports the coordination of materials, logistics, and personnel movement in response to program and operational needs.

KEY ROLES/RESPONSIBILITIES:

• Administrative and Financial Support

• Administrative:

• Follow up administrative task, Like (Supplies & Stationery’s maintain, CXB office Utility, repair & maintenance work.

• Guidance to Office Cook & Cleaner for office cleanness.

• Ensure the Office premises are maintained with hygiene.

• Assist in maintaining organized filing systems for finance and administrative documents.

• Coordinate with logistics and procurement teams to ensure timely payment processing.

• Finance:

• Control the management of the petty cash.

• Ensure availability of cash at the coordination level and forecast any cash issue.

• Make fields payment of volunteers, Guard & Daily Worker monthly basis.

• Process and follow-up with regular payments after voucher validation.

• Record all expenses made through in the excel books on a daily basis and properly fill in the information needed and upload in the accounting software.

• Monitor the voucher process and ensure proper archiving of invoices in compliance with donor rules and regulations, including monthly e-archiving.

• Regular banking and ensure timely deposit of VAT and Tax to Government treasury.

• Support the preparation and organization of Finance and Admin files for internal and external audits.

• Perform additional tasks and responsibilities as required, depending on project needs

• Safety and Security:

• Share any security information with the FAM.

• Provide timely incident reports to the FAM as needed.

• Maintain confidentiality of organizational information and documents strictly and sincerely

• General:

• Deliver high-quality results in line with the terms of reference agreed in advance – to do this in a way which maintains the reputation of the Humanitarian Department.

• Comply with HEKS/EPER policies and practice with respect to code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

• To perform such other responsibilities as agreed with your line management.

• Proactively support HEKS commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• Gross 81,991 BDT Per Month.

• Festival and other allowance as pr organization’s HR Policy.