Job Description

Title: Finance and Admin Manager

Company Name: A Reputed International NGO

Vacancy: --

Location: Cox's Bazar

Maximum Salary: Negotiable

Experience:
∎ At least 5 years
∎ The applicants should have experience in the following business area(s):NGO

Published: 8 Feb 2024

Education:
∎ Professional diploma or university degree in Accounting, Business Administration, Economics or Audit (or equivalent).

Requirements:

Additional Requirements:
∎ Minimum 5 years of experience in the areas of Finance, Administration, Logistic and Human Resource Management in international NGOs.
∎ Demonstrated knowledge about humanitarian situation especially Rohingya crisis in Cox's Bazar. Knowledge and understanding about natural disasters in coastal belt are advantages.
∎ Knowledge about humanitarian principles and standards.
∎ Knowledge and cultural awareness about Cox's Bazar. Working experience is Cox's Bazar is desirable.
∎ Demonstrated knowledge and understanding about the donor regulations, financial compliances, logistical/procurement compliances, fiscal laws pertaining to NGO’s.
∎ Demonstrated knowledge and skills on FD7 preparation, NGO Affairs Bureau and related laws and regulations.
∎ Demonstrated knowledge and skills on financial reporting, BFU preparation, working with external audit firms including ToR development, negotiation, etc.
∎ Advanced IT knowledge including accounting software.
∎ Fluent in English (written and spoken).
∎ Organized, proactive, autonomous, rigorous, analytical, sense of human relations, diplomacy, communication skills, willingness and motivation to work in an international and intercultural context.
∎ The post holder abides by all internal rules, regulations and policies and accepts new responsibilities as and when those are assigned by the line manager. The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his voice when required.
∎ Regulations and Policies:
∎

Responsibilities & Context:
∎ The Finance and Admin Manager will develop and design financial tools for the Humanitarian Aid Office i.e. budget template, multi-currency budget follow-up (BFU), etc. and orient other team members especially Program Managers.
∎ Upon request of the Humanitarian Aid Delegate (HAD), working on the development of new project proposals with the Program Managers (PM) and providing relevant information to the structural costs of Cox's Bazar and field offices.
∎ Lead the budget update process in coordination with the Program Managers and submit  to HAD for final review.
∎ Anticipating and monitoring financial risks (budget overspends, increased costs,  lost invoices, lost deposits etc.) and keeping the HAD informed.
∎ Implementing the Cash Management procedures respecting organizational policy and procedures.
∎ Ensure the availability and safekeeping of the necessary cash and authorizing and making payments for purchases.
∎ Collecting and compiling monthly cash forecast from Cox's Bazar and all field offices.
∎ Upon request analyzing the choice of banking establishments, ensuring good relationships, following the opening, and closing of accounts and adding of signatories according to organizational procedures.
∎ The Finance and Admin Manager is responsible to ensure that the accounting procedures are validated by the Field Financial and Administrative Guidelines (FFAG).
∎ The Finance and Admin (FAM) will also ensure the comprehensiveness and precision of entries and the correct budgetary allocation, correctness of cash management and bank accounts, and timely forwarding of accounting information to   HAD.
∎ Providing information pertinent to the correct budgetary charging of expenses and monitoring budget entries, checking entries, and verifying physical cash count.
∎ Archiving accounting supporting documents in accordance with organizational procedures as well as according to country law.
∎ FD7 preparation and preparation of financial reports according to NGOAB standards.
∎ Represent in the different forums as assigned by HAD and liaison with relevant stakeholders i.e. government authorities, UN, and NGOs.
∎ Leading administrative support for the entire team. This also includes ensuring logistical support for the visitors, travel arrangement, meetings, conferences, and special events.
∎ Leading the development of the contract (preparation, verification) engaged by the organization with third parties.
∎ Overseeing procurements, and supplies are carried out according to organizational policy and procedures.
∎ Leading administrative formalities with authorities i.e. Renewing work permit, visa and security clearance of expatriate employees, VAT & TAX, etc.
∎ Lead the HR unit to ensure job announcement, communications with candidates carried out, recruitment tests are performed, and participate in recruitment interviews if required.
∎ Ensure the preparation of new employees’ contract, personal file, collecting all information and documents needed according to organizational procedures.
∎ Ensure organizing formal induction of newly recruited staff and briefing plan for key staffs and follow end of probationary period and alert HAD and respective line managers on time.
∎ Ensure that the interview grids are prepared, final selection sheet and recommendations are sent to HAD for final approval.
∎ Ensure that staff salary and payments for Community Mobilizers are done time through bank transfer.
∎ Ensure timely performance appraisals, support other managers to do the yearly performance appraisals for their team members.
∎ Ensure use of organizational staff regulation for Bangladesh for leave management, sanction process, etc.
∎ Duty Station: Cox's Bazar with frequent field visits to FDMN camps and host communities in Ramu and Ukhiya Upazila.
∎ Starting Date: 16 April 2024.
∎ Contract Duration: Up to 31 December 2024 with 2 months’ probation.
∎ Contract Type: Fix-term with possible extension based on availability of funding and performance of the job holder.
∎ Reporting to: Humanitarian Aid Delegate.
∎ Supervisee: 3 team members in support unit.
∎ Coordination and collaboration: Program Managers, Support team, Field team.
∎ We are one of the aid organizations of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty, and injustice in 31 countries on four continents. We also provide emergency relief for victims of natural disasters and armed conflict worldwide and support the welfare and social work in Eastern Europe and in the Middle East. In Switzerland, we champion the rights and the integration of refugees and socially disadvantaged people.
∎ General Context and Background:
∎ We are active in Bangladesh since 1975 and are registered by the NGO Affairs Bureau. Our development cooperation department mostly focusses on projects for ethnic minorities (Dalits and Adivasi) in Northern Bangladesh. The Humanitarian aid office is responding to Rohingya crisis, managed directly by the Humanitarian Aid Department from the office in Cox’s Bazar and field offices in camps as well as at upazilla levels. Since 2017, we are implementing humanitarian projects addressing shelter needs of camp dwellers and WASH needs in healthcare facilities for the host communities.
∎ Job Purpose:
∎ As Finance and Admin Manager (FAM), you ensure compliance to organizational procedures, guidelines, and country law. You provide support and technical guidance to Finance, Logistic & Procurement and HR management. You are based in Cox's Bazar with occasional travel to Dhaka and other locations for official purposes if required. The position, which reports directly to the Humanitarian Aid Delegate (HAD), is a key role on the Senior Management team.
∎ Responsibilities:
∎ Financial Management:
∎ The Finance and Admin Manager will develop and design financial tools for the Humanitarian Aid Office i.e. budget template, multi-currency budget follow-up (BFU), etc. and orient other team members especially Program Managers.
∎ Upon request of the Humanitarian Aid Delegate (HAD), working on the development of new project proposals with the Program Managers (PM) and providing relevant information to the structural costs of Cox's Bazar and field offices.
∎ Lead the budget update process in coordination with the Program Managers and submit  to HAD for final review.
∎ Anticipating and monitoring financial risks (budget overspends, increased costs,  lost invoices, lost deposits etc.) and keeping the HAD informed.
∎ Implementing the Cash Management procedures respecting organizational policy and procedures.
∎ Ensure the availability and safekeeping of the necessary cash and authorizing and making payments for purchases.
∎ Collecting and compiling monthly cash forecast from Cox's Bazar and all field offices.
∎ Upon request analyzing the choice of banking establishments, ensuring good relationships, following the opening, and closing of accounts and adding of signatories according to organizational procedures.
∎ The Finance and Admin Manager is responsible to ensure that the accounting procedures are validated by the Field Financial and Administrative Guidelines (FFAG).
∎ The Finance and Admin (FAM) will also ensure the comprehensiveness and precision of entries and the correct budgetary allocation, correctness of cash management and bank accounts, and timely forwarding of accounting information to   HAD.
∎ Providing information pertinent to the correct budgetary charging of expenses and monitoring budget entries, checking entries, and verifying physical cash count.
∎ Archiving accounting supporting documents in accordance with organizational procedures as well as according to country law.
∎ FD7 preparation and preparation of financial reports according to NGOAB standards.
∎ Administrative and Logistics/Procurement Management:
∎ Represent in the different forums as assigned by HAD and liaison with relevant stakeholders i.e. government authorities, UN, and NGOs.
∎ Leading administrative support for the entire team. This also includes ensuring logistical support for the visitors, travel arrangement, meetings, conferences, and special events.
∎ Leading the development of the contract (preparation, verification) engaged by the organization with third parties.
∎ Overseeing procurements, and supplies are carried out according to organizational policy and procedures.
∎ Leading administrative formalities with authorities i.e. Renewing work permit, visa and security clearance of expatriate employees, VAT & TAX, etc.
∎ HR Management:
∎ Lead the HR unit to ensure job announcement, communications with candidates carried out, recruitment tests are performed, and participate in recruitment interviews if required.
∎ Ensure the preparation of new employees’ contract, personal file, collecting all information and documents needed according to organizational procedures.
∎ Ensure organizing formal induction of newly recruited staff and briefing plan for key staffs and follow end of probationary period and alert HAD and respective line managers on time.
∎ Ensure that the interview grids are prepared, final selection sheet and recommendations are sent to HAD for final approval.
∎ Ensure that staff salary and payments for Community Mobilizers are done time through bank transfer.
∎ Ensure timely performance appraisals, support other managers to do the yearly performance appraisals for their team members.
∎ Ensure use of organizational staff regulation for Bangladesh for leave management, sanction process, etc.

Compensation & Other Benefits:
∎ Insurance
∎ Salary Review: Yearly
∎ Festival Bonus: 2
∎ This is a national position, salary is determined as per organizational grade and scale.

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Cox's Bazar

Company Information:
∎ A Reputed International NGO

Read Before Apply: Please apply only who are fulfilling all the requirements of this job

Application Deadline: 18 Feb 2024

Category: NGO/Development