Finance and Admin Officer

Job Description

Title: Finance and Admin Officer

Company Name: 3F – UNITED FEDERATION OF DANISH WORKERS

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: Negotiable

Experience:

• At least 8 years

• Master of Business Studies (MBS) in Accounting

• Candidates with CA CC and/or part qualified are encouraged to apply.  

• At least 8 years

Additional Requirements:

• Minimum Masters Degree in Accounting.

• Knowledge of Microsoft Dynamics NAV is preferable.

• Experience of working with NGO Affairs Bureau is preferable.

• Structured and organized.

• Excellent English and Bangla language skills, verbal and written.

• Proficient in MS Excel, MS Word, and MS Power point. Able to type in both English and Bangla.

• Proficient in remote work and online communications.

• Understanding of project implementation modalities in Bangladesh.

• Ability to meet strict deadlines, handle situations of multi-tasking and to work in a multi-cultural and diverse workforce.

• Must adhere to organizational rules and sign the Organizational Code of Conduct.

Job Context:

3F is registered in Bangladesh with the NGO Affairs Bureau as 3F – UNITED FEDERATION OF DANISH WORKERS and has been working in Bangladesh since 2015. 3F supports labour rights in Bangladesh and is currently implementing the project “Improving working and living conditions for Textile, garments and other industrial workers in Bangladesh” (July 2022 – December 2025). As part of the 3F Asia Regional Programme, there are also activities in other countries in the region, such as Sri Lanka, Nepal and Myanmar.

Job Responsibilities:

Responsible for overall financial management, bookkeeping and compliance with respect to all relevant local authorities including but not limited to NGO Affairs bureau and National Board of Revenue. Key tasks would include:-

 Finance:

• Maintain financial accounts, including bookkeeping, for the 3F Asia Regional office. This will involve maintaining the books in two separate software, Microsoft Dynamics NAV for 3F Head Office in Copenhagen and Easy Soft ERP for Local bookkeeping in Bangladesh.

• Maintain communication with 3F Head Office and ensure compliance with their requirements.-        Prepare Biannual and Annual Financial Reports for submission to 3F Head Office.

• Prepare monthly Bank reconciliation statements for all bank accounts operated by 3F Asia Regional Office for submission to 3F Head Office.

• Submit to 3F Head office, monthly cash counts which have been verified and approved by the Regional Coordinator.

• Prepare Annual Budgets and biannual budget revisions for 3F Regional Office with the guidance of the Regional Coordinator.

• Conduct cash flow forecasts for the 3F Regional office in collaboration with the Regional coordinator and prepare fund requests to 3F Head Office.

• Prepare financial statements for and facilitate Annual Audits of the 3F Asia Regional Office for submission to the 3F Head Office.

• Assist Regional Coordinator and other members of the team in preparing and filing FD 6/FD 6 Revisions for the project with NGO Affairs Bureau.

• Prepare monthly statement of expenses for the project “Improving working and living conditions for Textile, garments and other industrial workers in Bangladesh” by district (Dhaka and Gazipur) to ensure that Program and Admin Associate is able to file monthly reports to Local Administration in due time as per the requirements of the NGO Affairs Bureau.

• Ensure timely payment of suppliers and service providers subject to appropriate documentation.

• Ensure compliance with relevant 3F procurement instructions and ensure documentation of relevant procurement processes.

• Maintain compliance with VAT and Tax regulations in Bangladesh.-        Prepare financial statements for and facilitate FD 4 Audits of the project for submission to NGO Affairs bureau within stipulated deadline.

• Ensure audit and submission of organizational tax return as per local laws.

• Apply for and secure Fund Clearance from NGO Affairs Bureau in cooperation with Program and Admin Associate.

• Maintain the payroll of staff members and ensure that appropriate deductions of tax are made at source as per the requirements of the National Board of Revenue.

• Assist in preparing financial statements, and facilitate Audits of 3F regional partners.

• Scrutinize and quality assure financial reports and supporting documentation submitted by 3F regional partners and service providers, and make recommendations to 3F Head office on compliance and quality of financial reporting.

• Provide on-going training and other support to 3F regional partners and service providers related to budgeting, accounting / bookkeeping, and general administration, as well as procurement and financial reporting adhering to 3F standards and formats.

• Conduct financial monitoring of 3F Regional partners and service providers and file reports with recommendations to 3F Head Office in stipulated formats.

• Ensure all bookkeeping records and supporting documents are safely filed in a systematic manner and scanned copies filed online as backup.

  Administration:

• Prepare all necessary work orders, contracts, agreements in compliance with local laws, 3F regulations and requirements.

• Prepare and file all employment contracts or amendments thereof in compliance with local laws and 3F guidelines.  Maintain records of attendance and leave availed by staff members, take necessary action on any unauthorized leave and ensure that all leave is within the terms agreed upon in the employment contract. Maintain detailed personnel files on all local staff members.

• Develop and maintain an effective filing system for the office so that all documents are filed in a secure manner and can be easily retrieved as needed.  

• Maintain relevant asset registers for the 3F Asia Regional Programme and conduct periodic asset checks with the assistance of the Program and Admin Associate.

• Supervise the Office Assistant in the maintenance of inventory records as needed.

• Ensure procurement processes are undertaken in compliance with relevant 3F Manuals.

• Assist in event management, travel arrangements and other such functions as needed.       

Others

• Contribute to various daily tasks related to daily office operations and any other duties that are deemed relevant by the Regional Coordinator, including attending required events and activities, and supporting the 3F Team when required.

• Undertake periodic domestic and international travel for work as per the requirements of the project.

• Other additional responsibilities that may be assigned as per the needs of the organization.

Employment Status:

Full-time, Contractual

Salary: Negotiable

Compensation & Other Benefits:

• 2 - Day Weekend.

• Bengali New Year Bonus equivalent to 20% of Gross Salary (Pro-rata basis).

• Two festival bonuses in a year, each equivalent to 50% of Gross Salary (Pro-rata basis).

• Annual Leave, Sick Leave, Maternity leave and paternity leave.

• Limited Health Insurance.