Finance and Admin Officer

Job Description

Title: Finance and Admin Officer

Company Name: Helen Keller International (HKI)

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Contractual

Educational Requirements:
∎ Master's degree in Accounting/ Finance/ MBA Major in Accounting/ Finance is preferable. Partial Professional qualifications will be given additional preference.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Helen Keller International (HKI), Action Against Hunger (ACF) and implementing partner (IP) will work in the proposed project area to ensure the vulnerable households are adequately covered while avoiding overlapping. HKI with ACF and IP will take initiative to identify gaps in livelihood recovery efforts and collaborate with other projects to minimize the gaps. At the end of the proposed project, HKI together with ACF &IP will try to explore avenues for linking the project beneficiaries to next level of development programs such as short-term economic recovery in order to support them for longer-term economic growth. Furthermore, the project will coordinate with Food Security Sector (FSS) and Cash Working Group (CWG) in Cox`s Bazar as well as government authorities on a regular basis.
∎ HKI is seeking qualified candidates for the following positions for its FFP.
∎ Title : Finance and Admin Officer (1 position)
∎ Reporting to : Deputy Chief of Party and Country Finance and Grants Manager (financial issues)
∎ Duration : The expected project period is through March 2021; start date in November/ December 2019.
∎ Scope of Work: The Project Finance and Admin Officer is responsible for reviewing payment voucher; ensuring fund disbursement to partner organizations; assist to preparing monthly financial reports for donor, ensure donor requirement, conducting periodic financial monitoring visits to IP, managing sub grants, audit actions are in compliance with donor, GoB (VAT/Managing VAT coupon) and Tax and NGOAB), regulations as well as HKI`s organizational policies.
∎ Also, the position is responsible to ensure all sorts of logistic support for the project in field level and others administration as required.

Job Responsibilities:
∎ Budgeting:
∎ Prepare budget and its revision as well as budget narrative.
∎ Prepare budget variance analysis and reporting to supervisor.
∎ Budget Forecast, Variance Analysis and revision as and when necessary.
∎ Keep close contact and liaison with Partner NGOs.
∎ Reporting:
∎ Assist to prepare the monthly, quarterly, half yearly and annual donors report including variance report, forecast and fund request.
∎ Prepare monthly statements for Management reporting in consultation with supervisor.
∎ Assist to prepare monthly project expenses report of project in consultation with supervisor.
∎ Responsible to check and compile PNGOs financial reports for processing the sub-grants disbursement.
∎ Sub - Grants:
∎ Prepare partner agreement and modifications as when necessary.
∎ Ensures partners' agreements are in places with following necessary clauses and reference of donor and corporate regulations.
∎ Review partner budget and budgetary allocations and modifications as when necessary.
∎ Review the partners' monthly/quarterly financial report in the light of organizational guideline/donor regulations and feedback for any issues as required.
∎ Incorporate PNGO expenditure with donor financial report in comparing budget.
∎ Review partner fund request and timely ensure the payment in consultation with supervisor.
∎ Prepare fund disbursement to partner PNGOs and ensure disbursement for partner fund by making transfer order to Bank and ensure fund transfer acknowledgement.
∎ Update sub-award disbursement tracking sheet monthly basis.
∎ Manage the project grant and contract obligations as per signed agreement.
∎ Auditing:
∎ Prepare an annual audit calendar as per donor and NGOAB requirements.
∎ Prepare various Financial statement as per requirement and Coordinate with Auditors.
∎ Responsible to assist conducting various audits to comply with donors' requirement as well as the requirement of the NGO Affairs Bureau of the Government of Bangladesh.
∎ Accounting and Financial:
∎ Responsible for checking vouchers and coding the expenses as per budget line.
∎ Responsible for Grants Management that includes Sub-Grants disbursement, Sub-grants reporting and support PNGOs on effective grant utilization.
∎ Checking sub-office's vouchers and prepare journal for the Quick Book entry as and when necessary.
∎ Visit PNGOs to monitor sub-grants
∎ Administrative and logistics:
∎ Ensure all logistical needs as per field requirement from HKI.
∎ Oversee the usage and maintenance of all equipment & vehicles.
∎ Maintain the Asset Register and Inventory Schedule.
∎ The administrative function e.g. records management, inwards & outwards mail, purchasing, diary management.
∎ HR Record keeping in the FFP field office
∎ Others:
∎ Attend financial review meeting of PNGOs and INGOs.
∎ Reconcile annual inventory report and prepare a report based on the reconciliation.
∎ Any other jobs assigned by the Supervisor.

Additional Requirements:
∎ Job related experience and knowledge
∎ Minimum five years of relevant experience to manage Grants, Sub-grants and Contract in Development sector or INGOs.
∎ Knowledge about financial software (Quick Book) will be considered an added advantage.
∎ Fluent in speaking and writing English & Bangla.
∎ Proficiency in use of Microsoft Office (Word, Excel and PowerPoint) are essential.
∎ Ability to cohesively work with various team members, flexibility to adapt to different work conditions.
∎ Good understanding of the financial system of the project (in house training will be provided).
∎ Excellent administrative capabilities and managerial skills regarding official documents.
∎ Manage Tax and VAT related issues of the projects and support activity with NGO affairs bureau as team member.

Application Deadline: October 24, 2019

Company Information:
∎ Helen Keller International (HKI)
∎ Business : Helen Keller International (HKI), an International NGO, has been working in Bangladesh since 1978. HKI implements different projects in partnership with national and international NGOs, development partners, academic and research institutions, and the private sector. HKI takes a gender-sensitive approach to improving nutrition, food security and eye health. Current program areas include Dhaka, , Khulna, Barisal, Sathkhira, Nilphamari, Sylhet, Chittagong, and the Chittagong Hill Tracts (CHT) districts of Khatgrachari and Bandarban.
On September 30, 2015, USAID`s Office of Food for Peace (FFP) awarded HKI a five-year cooperative agreement to lead the `Sustainable Agriculture and Production Linked to Improved Nutrition Status, Resilience, and Gender Equity` (SAPLING) program with the overall goal of improving gender equitable food security, nutrition and resilience of vulnerable people within five upazilas of the Bandarban District of CHT. To achieve this objective, HKI is working in partnership with CRS, CARITAS Bangladesh, five local implementing partners, individuals, communities, traditional institutions and the Government of Bangladesh to affect enduring positive change by addressing immediate needs while investing in the future of food security and resilience.

Category: Accounting/Finance