Finance Coordinator

Job Description

Title: Finance Coordinator

Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)

Vacancy: 1

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Essential degree in Economics/Finances or higher vocational training in Business Administration /MBA.

Experience Requirements:
∎ At least 2 year(s)

Job Responsibilities:
∎ As an active member of the Senior Management Team, participating in the definition of the objectives and strategies in collaboration with other members of the Senior Management Team, planning, implementing and monitoring the financial operational and budget needs, anticipating changes and challenges and planning accordingly, in order to ensure budgets are relevant and appropriate;
∎ Defining the financial strategy for the mission together with the Country Representative, assessing and mitigating the financial risks of the mission and ensuring the implementation of a relevant mission organizational set up and a reliable internal control system, in order to meet all financial obligations while keeping financial ethics respected at all times within the mission;
∎ Ensuring proper implementation and respect of MSF policies and guidelines, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of the mission's financial resources;
∎ Coordinating and ensuring the efficient management of the treasury including the whole accounting of the mission, in order to ensure the smooth running of operations at all times and maintaining as much control as possible on security risks. This includes among other things, defining minimum levels of cash, anticipating planned expenditures, managing local bank accounts and transfer of funds, managing contacts with banks and/or other financial institutions at mission level, and monitoring the payment of suppliers and staff salaries;
∎ Providing regular and adequate indicators to monitor the financial health of the mission and providing relevant cost analysis, regularly monitoring of expenses vs budget, analysing variances and suggesting corrective actions when needed. Being responsible for the management, supervision and development of the finance team, including coaching, training, motivating and ensuring their capability, detecting potential conflicts and finding solutions when necessary. Sensitizing key executive staff such as coordinators, budget holders and relevant management on financial risks and the extent of their financial responsibilities;
∎ Ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff's development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the finance activities;
∎ Coordinating and overseeing the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the mission;
∎ Supporting the Country Representative in engagement with external authorities such as NGO-AB and NBR with relevant regulatory oversight of MSF, and drive the preparation and execution of a networking strategy to secure the most beneficial regulatory environment for MSF in Bangladesh;
∎ Assure reporting requirements are met and stakeholders in the mission are informed.
∎ BUDGETS:
∎ Is responsible to produce and coordinate the IST financial budget and budget control reports, in the most accurate and realistic manner, together with budget holders and in coherence with the annual operational plan, to update this budget throughout the budget cycle, to ensure budget is relevant and proportionate, and to anticipate changes and challenges and plan accordingly;
∎ Is responsible for the collection of information on resources and for translating them into a budget in cooperation with other Senior Management Team members (Budget specifications);
∎ Is responsible for monitoring expenses vs. budget on a regular basis, to analyse variances, to decide on necessary corrective actions together with Senior Management Team;
∎ Is responsible for calculating the accrual for charging IST costs to the Operational Centres and for quarterly re-Invoicing;
∎ Produces regular and adequate indicators to monitor financial health of the mission, to produce and share relevant cost analysis;
∎ Is responsible to provide an inventory of financial risks in the mission, suggest follow-up to manage and mitigate these risks;
∎ Is responsible for the financial statements of IST Dhaka Coordination FD6 for Audit purposes for the FD project proposal and its revisions according to NGO-AB specifications, ensuring sufficient funding in line with constraints and approval timelines;
∎ Based on the information shared by the Operational Centres, is responsible for preparing the financial statements of the other FD6, for Audit purposes for the FD project proposal and its revisions according to NGO-AB specifications, in line with constraints and approval timelines, if any;
∎ To consolidate FD6 budgets, ensure operational contact with FD6, and determine a reasonable budget buffer to mitigate unexpected operational expansion, as well as provide buffer flows to ensure a smooth transition from one project budget period to the next;
∎ AUDIT:
∎ Is responsible for the selection of a Local Auditor in line with MSF and local requirements (NGO-AB ToR);
∎ Serve as the main focal point for the External Auditors, local authorities and Operational Centres. Coordinate and supervise local audits in accounting, tax and labour;
∎ Support Operational Centres on various local inspections/investigations relating to compliances from GOB authorities;
∎ In case of questions, handle follow-up of requested information. Ensure that the entire audit process is filed properly, according to MSF requirements and standards;
∎ Review financial statements for completeness, accuracy and proper separation;
∎ Review audit reports and is responsible for submitting them in a timely manner;
∎ Promote internal audits, in order to determine the legality and veracity of the accounts of MSF's mission;
∎ Setup and maintain audit repository on SharePoint;
∎ TREASURY:
∎ Lead in cash flow Mission strategy and management between Head Quarters > mission > sections while considering the NGO-AB funding requirements and constraints;
∎ Is responsible to coordinate and ensure the operation of the treasury for the smooth running of operations at all times and to maintain as much control as possible about the security risks;
∎ Consolidating Money Requests for Bangladesh operation and sending HQ transfer request while monitoring authorized approved limits;
∎ Managing Bangladesh operations mother bank account, responsible for receiving all MSF funds in to the country and ensure timely transfer of requested funds from the mother account to each Operational Centre Bank account; Exchange rate negotiation.
∎ Is responsible for updating bank signatories at the mission level, managing local bank accounts, and overviewing and maintaining relationships with Banks;
∎ When problems arise related to financial issues (e.g. in government registration, budget, funding, expenses), the FinCo takes the lead and works with the Access team and/or other coordinator to develop solutions;
∎ PAYMENTS:
∎ Is end responsible for the correct payment of wages for national staff, ensure correct control levels and ensure policies and procedures are correctly implemented;
∎ Monitor the payment of suppliers and staff salaries;
∎ Ensure finance needs for common supply chain are met and re-invoiced.
∎ ACCOUNTING:
∎ Is responsible to oversee bookkeeping in capital, monthly closure of capital bookkeeping, payments to suppliers, expat and visitors per-diem and financial administration;
∎ Is responsible to coordinate and oversee the monthly and annual closing of the mission accounts, making sure that the accounts correctly reflect the financial reality of the mission;
∎ Is responsible to ensure proper management of balance accounts and oversee monthly preparation of a correct and complete mission Balance reconciliation;
∎ Develop Archiving guidelines to ensure proper archiving of all financial documents for MSF in the country in line with both local compliance rules and Head Quarter SOP;
∎ TAXATION:
∎ Is responsible to check that the administrative procedures related to taxes and payment of social security obligations are followed, and comply with established legal procedures in the country. Must be able to analyse and finalize all deliverables to authorities as necessary;
∎ Ensure tax returns are submitted on time;
∎ Provide time to time advices and suggestions regarding VAT, Tax, legal and other compliance related issues when and where requested;
∎ COMPLIANCE:
∎ Lead in intersectional finance policy harmonization and development in the Mission; Intersectional FinCo position to be focal point for managing the various policy and structural issues that need uniformity, working and coordinating closely with all Operational Centres FinCos;
∎ Is responsible to ensure compliance with MSF policies and guidelines, adapt to local (legal) context; design relevant local policies, procedures and tools for optimized management of the mission's financial resources. Is responsible to provide insight on the finance / admin health of the mission (for example by performing a yearly check);
∎ Setup and maintain central knowledge database on FD6 reporting / update local finance policies for knowledge on FD6 reporting.
∎ TRAINING:
∎ Is responsible to train & coach all finance staff in the mission in all aspects related to accounting, finance and budgeting, as well as make key executive staff such as coordinators, budget holders & and relevant managers aware of financial risks and the scope of their financial responsibilities;
∎ Ensures all Mission's finance staff is briefed on the proper use of MSF resources.

Additional Requirements:
∎ Age at least 18 years
∎ Essential two years experience in budget, financial reporting, auditing, accounting management;
∎ Essential two years experience in team management;
∎ Experience in highly administrative contexts with complex compliance requirements;
∎ Desirable NGO experience.
∎ Competences:
∎ People Management & Development;
∎ Analytical Thinking: The ability to tackle a problem by using a logical, systematic, sequential approach;
∎ Forward Thinking: The ability to anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies;
∎ Initiative: Identifying what needs to be done and doing it before being asked or before the situation requires it.
∎ Knowledge:
∎ Essential computer literacy (word, excel, power point, ERP and internet).
∎ Language:
∎ Essential mission working language and good command of English required.
∎

Salary:
∎ Salary according to level 13 of the internal MSF salary grid, (BDT 197305 - 236766, Gross) at step `0-10`

Compensation & Other Benefits:
∎ Contract duration to be determined. 2 annual leave days per month worked. Medical reimbursement for employee and direct dependents.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 2 Nov 2023

Company Information:
∎ 22 Oct 2023
∎ Medecins Sans Frontieres/ Doctors Without Borders (MSF)
∎ Address : 5th Floor, Khawaja Palace, Plot N. 76, Ro-11, Banani, Dhaka-1213, Bangladesh.
∎ Business : Medecins Sans Frontieres (MSF) is an international medical humanitarian organization working in over 80 countries worldwide. MSF has been working in Bangladesh since 1992. MSF was awarded the prestigious `Nobel Peace Prize` in 1999 for its pioneering humanitarian activities since 1971 in several continents.

Category: NGO/Development

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