Job Description

Title: Finance and Admin Coordinator

Company Name: Partners in Health and Development (PHD)

Vacancy: 01

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Post-Graduate qualification in Accounting, Business or Finance from a reputed university and with Chartered Accountancy Course Completed (CACC). Preference will be given for the partly qualified in Chartered Accountancy.

Experience Requirements:
∎ At least 10 year(s)

Job Context:
∎ This position will serve as the primary point of contact on all financial and contract related issues of the project. S/he will be responsible for overseeing the financial management of the project implementation. S/he will manage the compliance and financial risks associated with the successful administration of the contract, providing financial analysis of project performance and timely reporting and invoicing to the consortium lead. S/he will be responsible for managing the budget, donor compliance, asset management, ensuring internal control of the project. S/he will closely work with the project team leader, Head of Finance and Others department. S/he will supervise finance and accounts officer.
∎ Reportable to: Project Team Leader
∎ Direct Supervision responsibility: Three Accounts and Admin Officers

Job Responsibilities:
∎ Financial Management
∎ Ensure timely submission of monthly management reports to management for review and comment.
∎ Complete monthly Budget verses Actual analysis. Ensure timely follow up with programme team on variance and burn rate anomalies.
∎ Conduct monthly monitoring of field office and provide guidance to Filed Finance team on financial management
∎ Design and ensure proper delegation of authority at the Head Office and Field level and take necessary action to amend following programic need and analysis of risk.
∎ Review all project payment requests (to consultants, Field office fund request, suppliers and others) to ensure completeness and accuracy of paperwork.
∎ Contribute to updates of the risk register as requested by the Project Team Leader
∎ Ensure the financial risks and responsibilities associated with payment by results and programme deliverables are fully understood by all relevant officials.
∎ Ensure the effective use of funds following the policies and procedures of PHD as well as the consortium lead.
∎ Monitor the flow of funds to field implementation units.
∎ Support Accounts and Admin Officers without compromising compliance as and when required and provide administrative guidance to the team.
∎ Ensure and maintain assets register for field and Head Office level
∎ Check and ensure internal control for processing the payment to ensure the value for money.
∎ Grant Compliance, Management and Reporting:
∎ Ensure timely submission of monthly financial reports following donor template to the consortium lead.
∎ Monitor fund flow and submit the fund request to Concern with proper documents
∎ Ensure all compliance following applicable financial management guideline issued by Concern and DFID
∎ Take necessary step to revise the partnership contract and budget to complete the project in time
∎ Ensure unallowable cost policy of Concern Worldwide and DFID
∎ Provide support to Concern and donor to complete the due diligence of organization
∎ Identify the risk areas of project and advice management to mitigate the risk following action plan
∎ Maintain liaison with Concern Partnership and Grant specialist about the grant management.
∎ Prepare a compliance statement for the grant and update budget holders about the compliance requirement of the grant.
∎ Conduct periodical training for the finance and non finance person so that all are well informed about the requirement and compliance of the donor
∎ Ensure proper coding of the project, circulate to budget holders, and team so that they can give proper code during incurring expenditure.
∎ Prepare various analysis for the project and share with the budget holders for their review and find the way forward.
∎ Reconcile the donor report each month and correct the accounting record with vouchers.
∎ Ensure proper timesheet for the staff who have been budgeted for this project.
∎ Ensure proper support cost allocation documents following the policy.
∎ Ensure all procurement has been done following donor regulations
∎ Conduct joint review meeting for the financial report for the project and take proactive action so that budget utilization is done in time following policy.
∎ Manage the close out process for the grants
∎ Budget, Government Compliance and Audit Management
∎ Work as focal person to support the auditor for completing the donor audit each year.
∎ Prepare a tracker and ensure to implement agreed action on the findings of financial management monitoring and audit by Concern.
∎ Support financial management monitoring team of Concern by providing necessary documents.
∎ Explain financial report to the audit with the requirement documents to resolve the audit issue.
∎ Preparer the various schedule and submit in time as required by the Concern for NGOAB and year ending
∎ Ensure income tax, VAT and other compliance required to implement the project
∎ Coordinate with the external auditor to conduct the audit of FD-4 in concern and partners in time
∎ Support Programme Team to prepare the annual budget and subsequent revision for this project following Concern policy.
∎ Working with programme teams and partner staff to ensure implementation of audit findings
∎ Advise the budget holders on issues relating to Concern's and PHD financial management systems and procedures, and donor and statutory regulations, to assist him /her to ensure strong effective financial management of the programme.
∎ Administrative Management
∎ To ensure efficient and effective provision of administrative support services and resources for smooth running of the offices and programmes in a cost effective manner in Head office and Field office
∎ Prepare advance procurement plan and ensure timely delivery of assets and logistic following procurement procedure.
∎ Ensuring means of safe transportation by Air, Road and Water for staff members and visitors enabling them to visit the project, attend meetings, seminars and workshops.
∎ Ensuring timely and transparent processes for post and parcel enabling staff, guests, visitors to maintain effective communication.
∎ Ensure physical verification of the assets on regular basis
∎ Ensure office is rented out in suitable place to ensure the project delivery
∎ Ensure safety, security and utilities for the Head of Project office
∎ Ensuring all contract agreement made between Organization and third parties for service, lease, rental etc. are on time and followed by laws and legislations of the countries.
∎ Ensuring enjoyable and undisputable office environment is available by making sure service charges, house rent and bills for utilities etc. are paid on time.
∎ Ensuring efficient and effective IT support is provided including basic trouble shooting, anti-virus update, data back-up, support to end users on basic IT orientation, repair and maintenance of IT equipment, networking and internet service.
∎ Ensuring effective communication with Head office IT team to keep IT support up to date.
∎ Supervise the field staff for providing necessary support on administrative management

Additional Requirements:
∎ At least 10 years' experience including 5 years senior level experience in a finance/accounting role with a reputed NGO or consultancy firm
∎ Knowledge of the operational and compliance requirements of different donor funding. Experience in dealing with UK aid funding will get preference.
∎ Experience in financial risk management.
∎ Experience of management supporting /monitoring /capacity building of finance and admin personnel.
∎ Proven experience of developing and facilitating training workshops for finance and non-finance managers.
∎ Experience in people management
∎ Effective organization and analytical skills.
∎ Strong coordination, negotiation and communication skills.
∎ Proven record of meeting demanding deadlines.
∎ Computer literacy, particularly in Microsoft Office programmes such as Word and Excel as well accounting packages & other database competencies
∎ Excellent written and spoken English

Salary:
∎ BDT. 77,743.00 Per month (Including all benefits)

Compensation & Other Benefits:
∎ as per PHD policy

Application Deadline: March 18, 2020

Company Information:
∎ Partners in Health and Development (PHD)
∎ Business : PHD has been engaged in providing expert health and development supports (NGO contracting, fund management, capacity development, research and other consultancy services) to the government, development partners, donors, NGOs and private organisations since 1988.

Category: NGO/Development