Officer -Admin & Finance

Job Description

Title: Officer -Admin & Finance

Company Name: Eco-Social Development Organization (ESDO)

Vacancy: 01

Age: At most 45 years

Job Location: Cox`s Bazar (Teknaf, Ukhia)

Salary: Tk. 54250 (Monthly)

Experience:

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

•Bachelor’s or Master’s degree in Accounting, Finance or a related field.

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

• Age At most 45 years

•At least 5 years of experience in financial management, preferably in the development sector.

•Sound knowledge of accounting software (e.g., Tally, QuickBooks) and MS Office Suite.

•Strong understanding of donor compliance and procurement guidelines, especially those of HELVETAS or similar organizations.

•Excellent organizational and communication skills.

•Ability to work independently and in a team, under pressure and tight deadlines.

Job Summary:

ESDO is implementing Nari Shakti, Samaz Shakti (NSSS) Project with the assistance of Helvetas Swiss Intercooperation. The objective of the project is to establish a gender-transformative enabling environment that empowers women and marginalized groups to foster safer, inclusive, and resilient communities in the vulnerable contexts of Cox’s Bazar. The project focuses on protecting women and girls aged 10-35 in both host and refugee communities by enhancing resilience, reducing disaster vulnerabilities and creating alternative livelihood opportunities. This project has been implementing in 5 unions of Ukhyia and Teknaf upazila.

Job responsibilities:

The Officer-Admin & Finance will manage financial operations to ensure smooth and compliant implementation of the Project and other organizational initiatives in collaboration and communication with Helvetas finance team

Administration:

•Maintains Administrative control with records such as commitments and expenditure; initiate and process administrative action relating to travel arrangements, payments, Procurements and delivery of equipment, supplies of inventories.

•Manage day-to-day administrative functions including office supplies, logistics, inventory and facility management.

•Set up, classify and maintain appropriate files in the office. Ensure proper supplies of materials; manage office premises, Vehicles and inventories.

•Maintain personnel files, leave records and support recruitment processes as needed.

•Prepare procurement calendar for the project, vendor enlistment and relevant contract preparation.

•Provide assistance to all staff in district; manage entitlements and benefits, including travel claims, leave, etc. in line with approved budget and updated records of all transactions accordingly.

•Keep all relevant documentation and updated records of all transactions accordingly

•Maintain and Keep track of all assets purchased under the project.

•Support the organization on documentation of meetings, workshops, training sessions.

•Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.

•Maintain compliance with organizational policies, including procurement and travel.

•Support to PC to ensure gender sensitive working environment at office level.

Financial Planning and Reporting

•Analyze profitability by comparing actuals with forecasts.

•Prepare monthly, quarterly and annual financial plans following the approved budget.

•Develop financial projections for the Project and submit fund requisitions to donors as per partnership agreement.

•Generate accurate and timely financial reports for internal and external stakeholders.

•Process payments, manage petty cash, bank transactions and ensure proper financial controls are in place.

•Create on-demand financial reports as required by ESDO’s management and donors.

•Compliance and Risk Management

•Ensure compliance with IAS and BAS accounting systems in project operations.

•Follow updated VAT, tax, and revenue compliance as per Bangladesh government regulations (Incl. monthly VAT-TAX return).

•Deduct and Deposit VAT and tax to the government treasury within deadlines.

•Update VAT-TAX schedule monthly basis and submit along with financial reports.

•Monitor procurement processes to ensure policy and compliance adherence before payment.

•Maintain audit ready documentation at all times and support internal/external audits and respond to audit observations by preparing management responses.

•Financial Operations and Record Maintenance

•Manage daily financial transactions and maintain books of accounts.

•Preserve and organize all financial documents in audit ready condition, including vouchers, ledgers, bills and reports in accordance with ESDO policy and donor guidelines.

•Verify that all expenditures are eligible, properly documented and compliant before processing payments.

•Maintain and update inventory and asset registers in line with organizational policies.

•Safeguard cash, bank cheques, audit reports, agreements and other sensitive documents.

•Team Collaboration and Capacity Building

•Orient project team members on financial policies, norms and compliance requirements.

•Participate in staff coordination meetings, share financial updates and plan accordingly.

•Collaborate with programmatic teams to verify expenditures and monitor project activities.

•Support ESDO’s management and donors with regular coordination and communication.

Any others project/organizational related task assigns by the Supervisor

Skills:

•Strong knowledge of IAS and BAS accounting systems.

•Proficiency in financial software and Microsoft Office applications.

•Excellent reporting, analytical, and organizational skills.

•Ability to independently manage audits and prepare responses.

•Compliance Knowledge: Familiarity with VAT, tax, and government regulations in Bangladesh.

•Interpersonal Skills: Strong communication and team collaboration abilities.

•Women candidates are highly encouraged to apply.

•Employment Status: Contractual- Fixed Term Contract for 3-4 years

Working condition: This is a Upazila based position.

According to Project Allocation.