Finance and Administration Coordinator

Job Description

Title: Finance and Administration Coordinator

Company Name: Jhpiego Bangladesh

Vacancy: 3

Age: Na

Job Location: Barishal, Mymensingh, Rangpur

Salary: --

Experience:

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

Bachelor’s degree in Finance / Business Administration/ Management or a related discipline.

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

Required Qualifications

• Minimum 3–5 years of experience in financial functions, administration and logistics, preferably with field-based role in any donor funded or other international development projects.

• Strong understanding of donor compliance, documentation, and internal control procedures.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

Preferred Qualifications

• Experience working within or alongside government health systems at district or upazila level is highly desirable.

• Proven ability to manage transport tracking, office administration, and petty cash systems

• Strong coordination, communication, and interpersonal skills

• Fluency in Bangla and English (spoken and written) is required.

• Bangla typing skill in Bijoy or related fonts will be an added advantage

• Ability to work independently with limited supervision

• Highly motivated, quick learner, energetic and able to work under pressure with ability to handle multiple priorities

General financial management

• Ensure all banking formalities are properly completed and accurately recorded, including cheque books, bank statements, bank certificates and accounts.

• Ensure all accounting records, such as the cash book, bank accounts, and ledgers are well organized and updated regularly.

• Confirm that all cash and bank transactions are accurately reflected in the financial reports and reconcile them with bank records; prepare Bank Reconciliation Statements as needed.

• Review all cash and fund flows for the field office and prepare optimal fund requests. After obtaining approval, submit the requests to the country office finance team on a regular basis or when necessary.

• Ensure all vouchers are prepared in accordance with Jhpiego standards and submitted for approval.

• Review and verify all accounting records and vouchers along with supporting documents and prepare them for payment after obtaining the required approvals on a regular basis.

Petty cash management

• Manage petty cash at the field level in line with organizational and donor policies, ensuring transparency and completing monthly reconciliations.

• Review all bills and advance payments made from the field office petty cash to ensure they are properly justified.

• Record and update all daily petty cash withdrawals and payments made to staff, vendors, and service providers.

• Review and verify all invoices, bills, and receipts before submitting them for approval and payment.

• Prepare payment vouchers with accurate budget codes and complete supporting documentation.

• Maintain up-to-date registers for petty cash, staff advances, reimbursements, and all financial transactions.

• Support periodic financial reporting and audits by ensuring all documentation is complete, accurate, and properly filed.

• Ensure that all bills are submitted using the prescribed Jhpiego format at the time of payment.

Administration and office management

• Oversee daily administrative operations at the district or facility-based office, ensuring a well-organized, secure, and fully functional workspace.

• Maintain office supplies, utilities, and communication systems to ensure smooth and uninterrupted operations.

• Manage lease agreements (where applicable), service contracts, and utility payments in coordination with the central Operations and Finance teams.

• Coordinate travel and accommodation arrangements for project staff, consultants, and visitors in collaboration with the country office operations team.

• Maintain organized records of correspondence, administrative documents, signed agreements (MOUs, asset handover forms, meeting minutes), and other essential files.

• Coordinate with vendors to ensure timely delivery of quality goods and services necessary for office operations.

• Serve as the focal point for office premises security, ensuring timely opening and closing of the office and maintaining a safe, efficient working environment.

• Support field office procurement directly or through the Dhaka Office in accordance with Jhpiego policies; when needed, assist in soliciting quotations and organizing Procurement Committee meetings for local-level decisions.

Logistics management

• Plan and coordinate logistical arrangements for field activities, meetings, trainings, workshops, and official visits

• Oversee logistics for official meetings, workshops, and government review sessions at the district and upazila levels.

• Ensure government-seated staff receive the necessary operational and logistical support in line with project policies.

• Manage and track vendor-provided vehicle usage for official field missions, including trip authorizations and vehicle logbooks.

• Coordinate with vendors to ensure that vehicles provided are of good quality and in excellent working condition.

• Ensure timely delivery of project supplies, materials, and equipment to health facilities and field sites.

• Oversee efficient management of project assets, including storage, movement, and handover, in coordination with the Operations Manager and government focal points.

Compliance, Coordination and Reporting

• Ensure that all logistics, administrative, and financial operations comply with donor requirements, organizational policies, and internal control standards.

• Maintain and routinely update operational trackers, including vehicle movement logs, asset registers, and administrative checklists.

• Prepare regular reports on logistics and administrative activities for submission to the Operations Manager.

• Facilitate coordination between MCGL and government offices for operational approvals, activity scheduling, and reporting.

• Uphold transparency, accountability, and ethical conduct in all operational processes and transactions.