Finance and Admin Officer

Job Description

Title: Finance and Admin Officer

Company Name: Society for Health Extension and Development (SHED)

Vacancy: 1

Age: At least 25 years

Job Location: Cox`s Bazar (Ukhia)

Salary: --

Experience:

• 3 to 5 years
• The applicants should have experience in the following business area(s): NGO

• Master of Social Science (MSS) in Statistics, Social Science, Development Studies

• Master’s and Bachelor's degree in Finance, Accounting, Business Administration, Management, or a related discipline. Professional accounting qualifications will be an advantage.

• 3 to 5 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 25 years

Required Qualification

Minimum 3–5 years of relevant experience in finance, administration, procurement, and logistics within NGOs or humanitarian organizations.

Sound knowledge of donor compliance requirements and procurement procedures.

Experience in budget monitoring, financial reporting, inventory management, and asset control.

Proficiency in Microsoft Office (Excel, Word, Outlook) and accounting software.

Strong analytical, organizational, and problem-solving skills.

Excellent communication and interpersonal skills.

Ability to work independently and manage multiple priorities under tight deadlines.

Knowledge of the operational and compliance requirements for Emergency Projects will be considered added advantage.

Experience in financial risk management and budget analysis.

Key competencies:

Financial Management

Procurement and Contract Management

Logistics and Supply Chain Management

Budget Monitoring and Reporting

Administration and Office Management

Compliance and Internal Control

Communication and Teamwork

Integrity, Accountability, and Confidentiality

CWW FUNDED "NUTRITION SENSITIVE FOOD SECURITY INTERVENTIONS IN ROHINGYA REFUGEE CAMPS OF COX`S BAZAR" PROJECT

JOB DESCRIPTION

Society for Health Extension and Development (SHED), a national NGO working in Cox’s Bazar district is implementing the “Nutrition Sensitive food security interventions” Project in Rohingya Refugee Camps in Cox’s Bazar from August 2026 to December 2026, funded by CWW.SHED is looking for qualified candidates for the following positions.

Job Purpose: The Finance and Admin Officer is responsible for ensuring efficient and effective financial, administrative, procurement, and logistics support for the successful implementation of project activities. The position ensures sound financial management, transparent procurement processes, effective logistics and asset management, timely payments to suppliers and service providers, and compliance with organizational policies and donor requirements. The incumbent supports the Programme Manager in budget preparation, monitoring expenditures, cost allocation, and budget coding, while maintaining accurate financial records and preparing timely financial and grant reports. The Finance and Admin Officer also ensures that procurement, inventory, and administrative systems are well managed, supports internal and external audits, maintains complete financial and procurement documentation, and promotes accountability, transparency, value for money, and efficient use of project resources throughout the project lifecycle.

Liaises with: Liaison with Project Manager and Deputy Director-Finance, and externally with Concern’s Finance and Logistics team

Main duties & responsibilities:

Financial Management

• Ensure sound financial management in accordance with organizational policies, donor regulations, and applicable government laws and taxation requirements.
• Review bills, invoices, payment requests, and supporting documents to ensure accuracy, completeness, appropriate budget coding, and compliance before processing payments.
• Prepare and process payment vouchers, cheques, bank transfers, advances, and reimbursements, ensuring timely payments to staff, suppliers, consultants, and service providers.
• Maintain effective banking operations, including bank account management, cheque registers, bank books, fund transfer documentation, and monthly bank reconciliations, while maintaining strong working relationships with banking institutions.
• Ensure appropriate delegation of financial authority and adherence to approval procedures for all financial transactions.
• Maintain strong internal controls over financial transactions to safeguard organizational assets, cash, and financial resources.
• Monitor budget utilization, support budget forecasting, cost allocation, and expenditure analysis, and provide financial information to the Programme Manager for effective budget management.
• Maintain accurate accounting records and ensure all financial transactions are properly recorded in accordance with the organization's accounting system.
• Ensure complete, well-organized, and secure filing of all financial documents, vouchers, payment records, bank documents, and supporting documentation for audit and donor compliance.
• Coordinate with programme and support teams to resolve finance-related issues and facilitate smooth implementation of project activities.
• Review contracts and third-party agreements to ensure timely financial obligations are met and maintain positive relationships with vendors and service providers.
• Ensure compliance with organizational data protection requirements for financial information and maintain confidentiality of all financial records.
• Support internal and external audits by preparing financial reports, reconciliations, and required documentation, and promptly address audit observations and recommendations.

Administration Management

• Manage office administration and ensure smooth daily operations.
• Maintain personnel files, leave records, attendance, and administrative documentation.
• Coordinate staff travel arrangements, accommodation, and vehicle scheduling.
• Maintain office supplies and ensure adequate stock levels.
• Support recruitment processes, staff onboarding, and administrative orientation.
• Ensure office facilities, utilities, and equipment are functioning properly.
• Maintain confidentiality of organizational and personnel information.

Procurement Management

• Develop and update procurement plans in coordination with programme teams.
• Conduct procurement processes in accordance with organizational procurement policies and donor guidelines.
• Prepare Requests for Quotation (RFQ), bid analysis, comparative statements, purchase orders, and contracts.
• Coordinate vendor selection while ensuring transparency, fairness, and value for money.
• Verify procurement documentation before payment processing.
• Maintain supplier databases and monitor supplier performance.
• Ensure timely procurement of programme and operational supplies.
• Support procurement committee meetings and prepare procurement documentation and minutes.
• Ensure all procurement files are complete, organized, and audit-ready.

Logistics and Supply Chain Management

• Coordinate receipt, storage, and distribution of programme supplies and equipment.
• Maintain warehouse and inventory records, ensuring proper stock control.
• Monitor stock levels and coordinate replenishment to avoid stock-outs.
• Conduct regular physical inventory and asset verification.
• Maintain fixed asset registers and ensure proper tagging of organizational assets.
• Coordinate transportation and delivery of programme materials to field locations.
• Supervise vehicle usage, fuel consumption, maintenance schedules, and logbooks where applicable.
• Ensure safe storage and handling of project materials and equipment.
• Prepare logistics reports and inventory reconciliation reports.

Compliance and Internal Control

• Ensure compliance with organizational policies, donor regulations, and applicable government requirements.
• Support internal and external audits by providing required documentation and explanations.
• Strengthen internal control systems to minimize financial and operational risks.
• Monitor adherence to procurement thresholds, approval limits, and segregation of duties.
• Report any irregularities, compliance issues, or suspected fraud immediately.

Coordination and Reporting

• Coordinate closely with programme, finance, and logistics teams to ensure timely support for project implementation.
• Prepare regular financial, procurement, logistics, and administration reports.
• Maintain effective communication with vendors, service providers, banks, and relevant government offices.
• Participate in planning meetings and contribute to operational planning.
• Other Responsibilities
• Support emergency response activities as required.
• Perform any other duties assigned by the Programme Manager or senior management in line with organizational needs.

Accountability

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
• Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
• Ensure compliance with organizational safeguarding policies, Protection from Sexual Exploitation and Abuse (PSEA), the Code of Conduct, Core Humanitarian Standards (CHS), and all donor requirements.