Finance and Admin Manager

Job Description

Title: Finance and Admin Manager

Company Name: Pulse Bangladesh Society

Vacancy: --

Age: Na

Job Location: Anywhere in Bangladesh

Salary: --

Experience:

• At least 10 years
• The applicants should have experience in the following business area(s): NGO

• Master of Commerce (MCom) in Accounting

• Masters in Commerce (Accounting), preferably in CA/ACCA/Finance/Accounting

• At least 10 years
• The applicants should have experience in the following business area(s): NGO

• Minimum 10 years working experience in a mid-level management position managing large-scale finance and accounts of development organizations.

• Experience in working with donor rules and regulations, knowledge of government financial policy and the Tax/VAT/Revenue Stamp Act.

• Proficiency in financial software (Tally Prime) and Microsoft Office Suite, especially Excel.

• Knowledge of donor financial regulations and compliance standards.

• Excellent analytical, problem-solving, and organizational skills.

• Strong communication and financial reporting skills

• Strong skills in resource management

• Attention to detail and accuracy in financial record-keeping.

• Ability to work under pressure and meet tight deadlines.

A. Job Summary

The Finance and Admin Manager (FAM) is responsible for overall management of financial activities of the project in order to achieve the overall project goal and objective. Meeting donor and Pulse BD compliances is one of the key responsibilities of the FAM. S/he will prepare the budget according to the project plan and track budget expenditure and prepare financial reports. S/he will keep the record of the expenditure and updated fund status and will provide analytical reports and forecasts to project management on fund utilization. S/He processes various payments and will provide support to the project staff in the preparation of activity-wise budget breakdown and will ensure appropriate fund allocation as per approved PR. S/he will build the understanding of the program staff on the financial system in use. S/he will associate with the budget monitoring process and will provide support to internal and external auditors as per program need. The incumbent will liaise with the donor in relation to finance management as per program need. The Project Finance & Admin Manager is reportable to the Project Coordinator and maintains functional relationships with managers of other cells of the project, vendors, suppliers, and other service providers and stakeholders.

Responsibilities

• Tasks

• 1 Financial Activity and Reporting:

• Maintain accurate financial records including cash book, ledgers, transaction list and accounts for the project.

• Allocate staff costs based on timesheets and program cost-sharing percentages.

• Review payment documents for completeness and accuracy.

• Review Purchase Orders and Requests for budget adequacy and coding.

• Monitor project expenses and ensure alignment with the approved budget.

• Prepare and analyze financial reports as per donor and NGOAB guideline, including balance sheets, income statements, and cash flow statements.

• Prepare financial statements and provide regular updates to project managers and senior management.

• Assist the Project Coordinator in donor report preparation and responding to audit requests.

• Prepare monthly expenditure report and balance sheet with bank reconciliation.

• 2 Budgeting and Forecasting:

• Assist in the preparation of project budgets aligned with project goals and objectives.

• Collaborate with project teams to develop financial forecasts and track performance.

• Identify potential cost overruns and recommend corrective actions

• 3 Cash Flow & Risk Management

• Monitor project cash flow and manage fund disbursements.

• Ensure timely payroll processing and fund allocation.

• Identify financial risks and implement mitigation strategies to avoid overspending or underutilization.

• 4 Cash Operations & Bank Management

• Process cash withdrawals and disbursement through register

• Ensure timely bank payments.

• Liaise with bank officials to ensure uninterrupted services.

• Prepare monthly bank reconciliation statement and review bank statements.

• Ensure internal control procedures for all cash and bank disbursements, receipts, and transfers.

• 5 Compliance & Audit:

• Ensure compliance with donor requirements and internal financial controls.

• Ensure compliance with Pulse BD, as well as government financial regulations.

• Prepare financial documentation for audits and assist in audit processes.

• Review and approve project expenditures, ensuring adherence to internal controls and procurement regulations.

• 6 Staff Capacity Building:

• Organize staff training to provide guidance to project teams on financial procedures.

• Foster a learning environment and ensure that all team members understand financial policies and systems.

• 7 Payroll and Taxes:

• Review national staff payroll for accuracy and compliance.

• Ensure that payroll records adhere to financial controls and that payments are legitimate.

• 8 Supply Chain Responsibility:

• Collaborate closely with the procurement committee to ensure that financial transactions align with procurement and inventory processes.

• Review Purchase Requests (PRs) to ensure proper coding, budget adequacy, and compliance with donor regulations.

• Ensure procurement and follow up procurement as per approved PR and specifications

• Support the procurement process to ensure it adheres to Pulse BD and donor guidelines, including tracking the financial aspects of procurement plans.

• Liaise with Program, and Administration departments to ensure seamless coordination in the procurement of goods and services.

• Pulse BD is dedicated to upholding the highest standards of professional conduct while ensuring a robust commitment to gender equality and equal opportunity. Pulse BD is committed to maintaining integrity, respect, and accountability in all our work.

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding and PSEA implementation. Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.

• B. Authority

• Reports to the Project Coordinator and directly supervises the Assistant Admin and Account Officers. S/he is responsible and accountable for all financial management of the project assigned to him/her as per the JD and LOC (Letter of Job Contract).

• C. Working Condition

• S/He will be based at the Pulse BD Head Office with at least 2 days of desk work at the project office in Ukhiya. And regular visits to remote fields.

• Salary range (gross salary): BDT 70,000 to 80,000 per month