Finance and Admin Officer

Job Description

Title: Finance and Admin Officer

Company Name: Breaking the Silence (BTS)

Vacancy: --

Age: At most 40 years

Job Location: Satkhira (Assasuni, Debhata, Satkhira Sadar)

Salary: --

Experience:

• At least 3 years

• Master of Business Administration (MBA) in Accounting

• Master's degree in Accounting or other relevant discipline.

• At least 3 years

• Age At most 40 years

Experience Requirements:

• Working Experience: Must have at least 3 years of experience as a Finance and Admin Officer.
• The applicants should have experience in the following business area(s): Working experience in a National NGO.
• Work experience in a Child Rights based organization will give priority in the selection process.

Additional Requirements:

• Able to work under pressure and willing to frequently travel to field areas of the Project area.
• Experience in Accounts keeping and Administration, Skilled in financial analysis good writing and speaking skill in English and Bangla.
• Must be proficient in computer operation, particularly in MS-Excel, MS-Access, MS Word and MS-PowerPoint.
• Experience to drive a Motorcycle and have a valid motorcycle driving license will be considered as a special qualification.

Job Context:

Breaking the Silence is a non-profit, voluntary organization registered with the Department of Social Services (Registration No. 05037, Date: 17 September 2000) and NGOAB (Registration No. 1642, Date: 20 May 2001). The organization works to establish child rights, prevent child abuse and child sexual abuse, prevent child marriage, accelerate child-friendly good governance, improve the quality of education at the primary and pre-primary level, prevent violence against women, empowering children and women. The organization is going to implement a project named ‘’BGD Young Women Economic Empowerment(YWEE)” at Satkhira districts. The project will be implemented by the support of SCI. BTS is going to recruit a ‘Finance and Admin Officer’ for the mentioned project the position’s desk office will be in Satkhira District.

Reporting To : Manager Finance and Admin & Project Coordinator

Project Name : “BGD Young Women Economic Empowerment (YWEE)”

Job Location: Satkhira Sadar

Working Location: Satkhira Sadar, Debhata and Asasuni Upazila

Job Description / Responsibilities:  

Books of Accounts & Reporting: a) Check and ensure all bill voucher and finance documentations are made available on demand, b) Maintain up-to-date books of account, data entry and preserve all kinds subsidiary registers, c) Ensure all receipts and follow up of settlements of advances and evidences, d) Ensure all payments are charged into approved budget line, e) Ensure fund request, financial report and relevant documents are prepared in time, f) Maintain all kinds of banking transactions and associated tasks including bank reconciliation, g) Handling petty cash, filing of all vouchers.

Prepare Periodic Report and Budget Follow-up: a) Prepare periodic (Monthly/Quarterly) budget variance analysis reports, b) Prepare and revise annual budget as per need, c) Ensured the expenditure are incurred and booked in accounts respective budget line, follow up and report to Project Manager, d) Review the budget variance (under/Overspent) in the Budget line item e) Ensuring timely and quality communication with donor.

Administrative: a) Introduce/execute/support organization’s administrative rules & procedures, b) Preserve and update of personnel files and related documents, c) Ensure logistics and materials as per program/admin requirements, d) Ensure mechanisms and direct support to staff for workable office environments, e) Review the expenditure of project office operation.

Program support and Documentation: a) Conduct field visit to examine the financial documents verification, provide feedback and support to financial dealings at major events, b)Ensure delivery of classified financial data to program and Line Manager, c) Follow up day to day expenses/financial operation and advice to improving the lack and internal control system, d) Preserve and maintain filing of all important financial documents, legal documents, staff financial contract, MOU, third party contract, financial information served to GO body, donor agreements, approved plan & budget, project proposal, bank information and audit reports, e) Maintain liaison with head office administration, finance and human resource departments.

Compliance: a) Ensure scrutiny of budget request/bills/payment requests and availability of budget, b) Ensure that all policies and procedures are in compliance with donor and funding source policies, procedures, agreement clauses, along with organization’s financial policies, c) Contribute opinion in improving internal control systems, financial discipline, transparency and accountability, d) Maintain current knowledge of government requirements and ensure compliance with tax regulations and other legal regulations, e) Review financial monitoring report and follow upthe compliance.

Fixed Asset Management: Ensure inventory and identification of fixed assets at office and expatriate location maintaining liaison with relevant department of head office, b) Reviews periodically inventory/stock management.

Assistance to Internal Financial Monitoring Team and Auditors: a) Ensure all financial documentations are made available on demand of organizational financial monitoring team and external auditors, b) Response to audit queries and observation in consultation with Finance head of the organization, c) Support to organization in executing and follow up audit recommendations.

Requirement of Donor: a) Prepare the financial reports / statements maintaining the reporting schedule and provide other need-based financial statement as per requirement of donor through consultation with organization’s Finance Head, b) Ensure the reimbursements are adjusted with proper account, c) Coordinating with the donor officials relating to financial matters

Facilitate Tax & VAT deduction process: a) Ensure timely and proper deduction of vendor tax, VAT and personal tax, and deposit of taxes timely and preserve all relevant documents, b) Information update on tax and VAT deduction process. 

Others: a) Attend different project meetings and finance related meeting of development partner b) Attend capacity building training, orientation and events, c) Specific tasks assigned by organization’s Finance Manager, d) Coordinate and cooperate with project staff and finance department for smooth project financial operation, e) Any other assignments of organization management.

Child safeguarding

• Understanding of the organization's child protection policy
• If any concern issue raised in child programming immediate informed to respective.
• Under the child protection policy, the do's and don'ts of the practice should be able and encourages to others.
• Active participation on child safeguarding response mechanism.

PSEA

• Understanding of the organization's PSEA policy
• Under the PSEA policy, the do's and don'ts of the practice should be able and encourages to others.
• Active participation on PSEA response mechanism if required. 

Core Values

• Strong commitment to gender equality, youth empowerment, and safeguarding principles.
• Respect for community-led approaches and cultural sensitivity.
• Accountability, teamwork, and problem-solving mindset.

Tenure of Services Contract:

• Two (2) years based on Project duration and Fund availability.
• Three months’ probation period. After successful completion of the probation period, based on performance of the staff and recommendation from the supervisor, the post may be continued till the project's lifetime.

Gross: Taka 36,439/ (Thirty-Six thousand Four Hundred Thirty-Nine) Per Month 2 days weekend Bonus (One-month equivalent salary) 5% salary deduction from Basic salary for depositing BTS Staff welfare fund. Office time, Annual Leave, Increment & other facilities will be applicable as per `Recruitment and Human Resource Management Policy` of Breaking the Silence.