Finance and Admin Assistant

Job Description

Title: Finance and Admin Assistant

Company Name: Young Power in Social Action (YPSA)

Vacancy: 1

Age: At least 28 years

Job Location: Cox`s Bazar

Salary: Tk. 45550 (Monthly)

Experience:

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

• Master’s Degree in Accounting/Finance from a recognised university

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

• Age At least 28 years

• At least 3 years of professional experience in accounting and administrative functions, preferably with a reputed national or international NGO.

• Sound knowledge and practical skills in accounting, procurement, inventory management, VAT/Tax compliance and financial reporting.

• Adequate knowledge of and practical experience with accounting software.

• Proficiency in common IT applications, including MS Word, MS PowerPoint, internet browsing and email communication.

• Excellent interpersonal and communication skills, with the ability to establish and maintain effective working relationships with colleagues, partners and other stakeholders.

• Ability to prioritize tasks, work under pressure, meet deadlines and manage multiple tasks effectively.

Young Power in Social Action (YPSA) <www.ypsa.org> is an organization for sustainable development, working in the greater Chattogram division including Hill Tracts (CHT) since 1985 (International Youth Year). YPSA is going to implement a project titled “SheFarms” at Chakaria and Mathamuhuri in Cox’s Bazar. The project will be implemented with fund from the Federal German Ministry of Economic Cooperation and Development (BMZ) and technical support from Plan International Bangladesh.

Job Title: Finance and Admin Assistant

Duration: 28 Months

No. of Vacancy: 1

Job Description/Responsibilities:

1. General Responsibilities

• Support the Finance and Admin Officer in day-to-day financial and administrative activities of the SheFarms project.

• Support recording and documentation of project-related financial transactions in accordance with YPSA financial policies and procedures.

• Ensure timely, accurate, and complete filing of financial and administrative documents.

• Support project field teams with finance and administrative matters related to implementation of activities.

• Maintain confidentiality and proper custody of financial, personnel, and administrative records.

• Support compliance with approved budgets, financial procedures, documentation requirements, and internal controls.

• Provide necessary financial and administrative information to the Finance and Admin Officer for monitoring, reporting, and decision-making.

2. Technical Responsibilities in Finance and Financial Documentation

• Support day-to-day recording of SheFarms field-level transactions, including Community Mobilizer per diems and Union-level meeting expenses.

• Prepare, check, and file payment vouchers, bills, receipts, attendance sheets, and other supporting documents for field activities.

• Maintain complete financial documentation for activities implemented across the five target Unions, including demonstration plots, courtyard sessions, Farmer Field Days, trainings, and meetings.

• Support verification of expenditure documents against approved budgets, activity plans, and applicable financial procedures.

• Assist in preparing financial summaries and transaction information for project monitoring and reporting.

• Support reconciliation and follow-up of field-level advances and liquidations, as assigned by the Finance and Admin Officer.

• Ensure proper filing and retrieval of financial documents for internal review, audit, and donor compliance.

Administrative and Logistics Support

• Support logistics arrangements for SheFarms events, including Multi-Stakeholder Coordination Committee meetings, quarterly progress reviews, trainings, workshops, and other project events.

• Coordinate with field staff and relevant service providers to ensure timely availability of venues, materials, refreshments, transportation, and other logistical requirements.

• Maintain the SheFarms asset register for project-procured equipment and materials, including demonstration plot tools and training materials.

• Support physical verification, tagging, custody, and documentation of project assets as required.

• Maintain inventory records and support proper management of project supplies and materials.

• Maintain attendance and leave records of the Chakaria-based SheFarms field team and submit relevant information to the Finance and Admin Officer.

• Support preparation and maintenance of administrative records, correspondence, and other project documents.

3. IT Competencies

• Proficient in MS Excel for financial records, transaction tracking, attendance, leave, inventory, and asset records.

• Proficient in MS Word and PowerPoint for preparation of administrative documents and presentations.

• Able to use email, internet, and other common IT applications for communication and documentation.

• Ability to maintain electronic databases, spreadsheets, and organised digital filing systems.

• Ability to prepare basic financial and administrative tables, summaries, and reports using relevant IT applications.

4. Others

• Maintain effective working relationships with project staff, field teams, vendors, service providers, and relevant stakeholders.

• Support timely communication between the project field team and Finance and Admin Officer on financial, administrative, and logistical matters.

• Ensure proper handling and confidentiality of financial, personnel, and project information.

• Support internal monitoring, audit, verification, and compliance processes as required.

• Assist in maintaining an organized and efficient office and field-level administrative system.

• Follow YPSA policies, procedures, financial controls, safeguarding requirements, and other applicable organizational standards as well as of Plan International Bangladesh, BMZ and Govt. rules.

• Perform any other finance and administrative duties assigned by the Finance and Admin Officer or Project Coordinator.

Job Location: Chakaria and Mathamuhuri, Cox’s Bazar

• Monthly Consolidated Salary: BDT 45,550/-