Finance and Support Services Officer

Job Description

Title: Finance and Support Services Officer

Company Name: Human Relief Foundation

Vacancy: --

Age: Na

Job Location: Cox`s Bazar (Ukhia)

Salary: --

Experience:

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

• Master of Commerce (MCom) in Finance
• Master of Commerce (MCom) in Accounting

• A master’s level degree in commerce, preferably in finance / accounting.

• Completed CACC will be given preference.

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

• Minimum 5 years` experience in the relevant field and in the same position.

• Communication skills in English and Bangla.

• Computer skills (word processing, spreadsheet, and database). Skill in Software Programs will be considered as an additional computer competency.

• Should have the ability to conduct cost analysis,

• Good leadership skills and team-building ability.

• Performance management and staff development skills.

• Should know financial operations and management.

• Should know general administration.

• Ability to plan and optimally use available resources.

• Good knowledge of the budget.

• Experience in working in humanitarian settings, particularly in the refugee context.

• Knowledge of sensitivity issues, such as challenges and obstacles in working with women, girls, children, and in a conflict situation.

Human Relief Foundation (HRF) is a British charity established in 1991 that has expanded its humanitarian and development activities to 20 countries, with seven permanent offices strategically located worldwide. HRF launched its work in Bangladesh immediately after the Rohingya influx in 2017. HRF had implemented MultiSector Assistance for Displaced Rohingya and Host Populations in Bangladesh. HRF is going to implement a project called ‘Humanitarian Assistance Project of Rohingya and Host Communities in the Cox’s Bazar District’.

Currently, the Human Relief Foundation (HRF) is seeking highly energetic and dynamic personnel to take on overall responsibilities for providing essential administrative, governance, financial, HR, and internal control services to project operations, while ensuring compliance with HRF policies, systems, and procedures. The Finance and Support Service Officer is responsible for the total financial management of the Ukhiya, Cox’s Bazar office, in conjunction with the Head of Finance and Support Services, and ensures control, monitoring, and reporting in compliance with GAAP, HRF financial, administrative, HR, and procurement policies and procedures.

Responsible to: Head of Finance and Support Services

Job location: Ukhiya, Cox’s Bazar

Job description/Responsibilities:

Finance and Budget Management:

• Maintain financial records, including cash book, ledger book, bank book, journals, and petty cash.

• Custodian of the cheque books and Cash and ensure that all are under lock and key.

• Manage all payments after considering the TAX and VAT as per the government rules and regulations.

• Prepare Cash Flow for fund request for the Ukhiya Office.

• Prepare monthly, quarterly, and yearly financial reports of the project as per the reporting calendar and provide required documents to the country office.

• Prepare salary sheets and other payments for the staff.

• Prepare petty cash expenditure report and send petty cash requisition to the county office.

• Prepare and give a posting of all vouchers in the system supported by all relevant documents with “Paid” seal.

• Record all the expenditure in the ledger that comply with the budget line item and report monthly.

• Prepare a budget for the Ukhiya Office and for the project.

• Check the approved budget for all kinds of procurement and review where necessary.

• Review and monitor all advances and adjustments on time.

• Oversee the day-to-day banking procedures and liaise with bank personnel for the smooth banking functions.

• Secure the proper filing and storage of all financial records of the Ukhiya Office

• Assist and provide information to internal and external auditors.

Administrative and HR Management:

• Maintain HRF administrative policies and procedures, e.g., procurement, security, travel, and HR.

• Oversee security management at the Ukhiya Office and report on security incidents to the country office.

• Process payroll of the Ukhiya office and submit to the Country Office.

• Oversee the proper upkeep and maintenance of office premises.

• Monitor all service contracts to ensure they are valid and maintained.

• Timely verification of stocks and assets, inventories at the office, and updating the registers.

• Ensure the fixed assets items are appropriately numbered and room-wise updated and displayed.

• Provide all types of support during training/workshop/meeting and communicate, coordinate, and cooperate with all units, and provide logistic support promptly as needed.

• Maintain personnel files and leave management of staff.

• Manage staff travel logistics and ensure all hired vehicles are as per established procedures.

• Ensure the visibility and branding of each activity implemented by HRF.

• Arrange a staff meeting and prepare minutes as per the agreed time.

• Monitor proper and authorized use of the office computers to ensure they are used smoothly.

• Monitor and supervise the HRF driver. Maintain vehicle schedules and compile all vehicle-related reports, including accident reports.

• Provide on-the-job training, coaching, and mentoring to the support staff.

Procurement and Logistics:

• Procure all items as per the procurement policy and document them well.

• Prepare Purchase Requisition (PR) in line with the approved budget for all kinds of procurement.

• Collect quotations, arrange tenders, prepare comparative statements, and issue purchase orders (PO) as per procurement policy.

• Maintaining the purchase register.

• Prepare monthly/quarterly procurement requirements as per the approved budget.

• Deal with utilities, e.g., electricity, water, gas, and supervise the functions.

• Protect HRF properties, different negotiations due to miscellaneous problems, visitors, and theft cases.

• Provide all kinds of support to the visitors from the country office, HQ, donors, and other stakeholders.

Any Other:

• Any other task assigned by the Management.