Finance and Support Services Officer

Job Description

Title: Finance and Support Services Officer

Company Name: Human Relief Foundation

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Contractual

Educational Requirements:
∎ A Master's level degree in commerce preferably in finance/accounting.
∎ Completed CACC will be given preference.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Responsible to: Finance and Support Service Manager
∎ Project Duration: 1 Year

Job 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 payment after considering TAX and VAT as per Govt. rules and regulations.
∎ Prepare Cash Flow for fund request for Country Office.
∎ Prepare monthly, quarterly, and yearly financial reports of the project as per 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 county office.
∎ Prepare and give 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 budget for Project Office and for the Country Office.
∎ Check the approved budget for all kinds of procurement and review where necessary.
∎ Review and monitor all advances and adjusted on timely.
∎ Oversee the day-to-day banking procedures and make liaison with bank personnel for the smooth banking functions.
∎ Secure the proper filing and storage of all financial records of Country 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, HR, and expense reporting.
∎ Oversee security management to Country Office and report on security incidents to Finance and Support Service Manager.
∎ Process payroll of Project Office and Country Office.
∎ Oversee the proper upkeep and maintenance of office premises.
∎ Monitor all service contracts are valid and maintained.
∎ Timely verification of stocks and assets, inventories at the office and update the registers.
∎ Ensure the fixed assets items are appropriately numbers and room wise updated and displayed.
∎ Provide all type of support during training/workshop/meeting and communicate, coordinate, and cooperate with all units and provide logistic support in time as their need.
∎ Maintain personnel files and leave management of project and country office staff.
∎ Manage staff travel logistics and ensure all hired vehicles as per established procedures.
∎ Ensure the visibility and branding of each activity implemented by HRF.
∎ Arrange staff meeting and prepare minutes as per agreed time.
∎ Ensure all compliance processes with stakeholders.
∎ Monitor proper and authorized use of the office computers are used smoothly.
∎ Monitor and supervise the HRF driver. Maintain vehicle schedule and compile vehicle related all reports including accident.
∎ Provide on job training, coaching, and mentoring to the support staff.
∎ Procurement and Logistics:
∎ Procure all items as per procurement policy and well documented.
∎ Prepare Purchase Requisition (PR) in line with approved budget for all kinds of procurement.
∎ Collect quotations, arrange tender, prepare comparative statements, and purchase orders (PO) as per procurement policy.
∎ Maintaining purchase register.
∎ Prepare monthly/quarterly procurement requirements as per 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, donor, and other stakeholders.
∎ Support to Partner NGOs:
∎ Build and maintain professional relationships with team and partner's relevant staff.
∎ Review Monthly forecast of Partner and keep the trend with approved budget.
∎ Assist project personnel to prepare project budget and revised budget.
∎ Review monthly expenditure report keep trend with monthly forecast.
∎ Monitor project budget and time to time share with Bangladesh Office for over and under burn rate for project.
∎ Compile the required fund request from the project/partner and the finalize the fund request for country office.
∎ Monitor fund status of the partners to update fund situation to the concern when required.
∎ Periodically pay the monitoring visit to the PNOs offices and working areas.
∎ Assist and provide information to the Internal and External auditor of PNGOs.
∎ Any Other:
∎ Any other task assigned by the Management.

Additional Requirements:
∎ Minimum 5 years' experience in relevant field
∎ Communication skill in English and Bangla.
∎ Computer skill (word processing, spreadsheet, and database). Skill on Software Program (preferably Quick Book) will be as an additional computer competency.
∎ Should have ability to conduct cost analysis.
∎ Good leadership skill and team building ability.
∎ Performance management and staff development skills.
∎ Should have knowledge on financial operation and management.
∎ Should have knowledge on general administration.
∎ Ability to plan and optimum use of available resources.
∎ Good knowledge on budget.
∎ Experience in working with partners and various stakeholders.
∎ Experience in working in the humanitarian settings particularly in the refugee context.
∎ Knowledge on sensitivity issues such as challenges and obstacles on working with women, girls, children and in a conflict situation.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 30 Jun 2021

Company Information:
∎ 21 Jun 2021
∎ Human Relief Foundation

Category: NGO/Development