Operations Coordinator

Job Description

Title: Operations Coordinator

Company Name: U.S. Pharmacopeial Convention

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Bachelor's degree in finance and/or accounting or business administration or another relevant field.

Experience Requirements:
∎ At least 3 year(s)

Job Context:
∎ Brief Job Overview: The Promoting the Quality of Medicines Plus (PQM+) program, funded by USAID and implemented by USP, improves access to quality-assured priority medicines and addresses the proliferation of poor-quality medical products in low- and middle-income countries. PQM+ will strengthen medical product quality assurance systems through cross-sectoral and systems-strengthening approaches and the application of international quality assurance standards across the pharmaceutical system. By sharing scientific expertise and providing technical support and leadership, PQM+ helps create resilient and robust local health systems that address diseases like HIV/AIDS, tuberculosis, malaria, and neglected tropical diseases, as well as improve maternal, newborn, and child health.
∎ How will YOU create impact here at USP?
∎ The Operations Coordinator provides necessary support to the overall administration and Finance of USP (PQM+) Bangladesh office. They will be working under the guidance of the Deputy Chief of Party (Finance & Operations) and will be the key contract for office and administrative supports and responsible to ensure organizational vehicle services for staff movements, driver`s duty assignment, overtime control, control the unnecessary car movement and assigned support staff duty. They are also responsible to USP Bangladesh office and its visitors, partners, client/counterparts, and it`s vendors as well as with the other stakeholders on project activities.
∎ The Operations Coordinator will also assist the finance team for the day-to-day finance, accounting functions of USP PQM+ Bangladesh. They will assist DCOP in managing country office financial reporting to government and external stakeholders, and management of analyzing accounts and tax returns according to local statutory requirements. They will also assist the Senior Finance Officer in ensuring documentation for auditing financial information and compiling and submitting reports.

Job Responsibilities:
∎ Finance and Accounts:
∎ Assist to complete month-end close process in close coordination with Deputy Chief of Party (Finance & Operations) and Snr Finance Office, including preparation of tax and vat report, and variance analyses.
∎ Ensure each payment (Tax & VAT) has the relevant supporting document/s, payment documents are prepared accurately, and processed in a timely manner.
∎ Review/prepare expense reports and ensure it is prepared accurately and in line with the applicable policy and procedure, and it is settled in timely manner.
∎ Track/monitor monthly expenditures against approved budget for all projects and cost centers.
∎ Process returns and all other local tax obligations (including payroll tax, pension deduction and all other local statutory taxes) to the appropriate government agencies.
∎ Maintain good documentation practices of relevant financial transactions including scanning and maintaining a comprehensive and efficient filling system.
∎ Prepare GST exemption cases and maintain internal tracking of GST/VAT-related expenses.
∎ Maintain financial and accounting files and documents as per USP document management policies and procedures.
∎ Assist the Deputy Chief of Party (Finance and Operations) with preparation and coordination of the audit process.
∎ Administration:
∎ Support the planning of program events such as internal and external meetings, workshops, and training sessions by coordinating the required logistics, developing communication material, and signing of per diem and attendance sheets.
∎ Review submitted budget by the program staff for each upcoming activity, ensure the projection is close to actual, facilitate the approval process, and ensure appropriate advance/payment is made in timely manner.
∎ Assist program team for cash advances, cash outlays and documentation at activity events.
∎ Ensure the safety and functioning of all office facilities, contact landlord for maintenance and repairs.
∎ Trucking office vehicle movement is effectively and efficiently in line with USP policy and procedures.
∎ Arrange rental vehicles as and when required and maintain documentation as per rental vehicle arrangement.
∎ Review and verify overtime sheet for office staff and drivers.
∎ Maintain vehicle movement record, check, and verify monthly fuel bill.
∎ Ensure cleanliness of office building and its premises in efficient and effective use of utility services and utilities bills
∎ Ensure timely repair & maintenance services as and when required.
∎ Initiating procurement of services/items in Determine System by raising Purchase Intake Forms, and/or supporting program staff in doing so.
∎ Support procurement officer as when as required.
∎ Supports Deputy Chief of Party (Finance and Operations) on administrative matters.
∎ Perform other related tasks as required.

Additional Requirements:
∎ The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience:
∎ A minimum of 3 years progressive professional administrative, accounting and/or financial management experience, preferably in the non-profit and/or development sector.
∎ Working experience on a USAID or other international donor-funded project in Bangladesh is a must.
∎ Experience in a similar position for 1-2 years is preferred.
∎ Knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes
∎ Demonstrated experience with MS Office and accounting software, experience with QuickBooks preferred but not required.
∎ Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills
∎ Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, prioritize, and handle multiple tasks simultaneously, meet deadlines, and remain calm under pressure.
∎ Hard work and attention to detail is essential.
∎ Excellent organizational, communication, and interpersonal skills.
∎ Self-management (i.e., motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity, honesty, and competence.
∎ Proven ability to work in a team.
∎ Fluency in national language and proficiency in written and oral English required.

Compensation & Other Benefits:
∎ USP provides you with the benefits you need to protect yourself and your family today and tomorrow. From company-paid time off, and comprehensive healthcare options to retirement savings, you can have peace of mind that your personal and financial wellbeing is protected.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 1 Jan 2024

Company Information:
∎ 24 Dec 2023
∎ U.S. Pharmacopeial Convention
∎ Business : The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization founded in 1820. It sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP?s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.

Category: Accounting/Finance

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