Position Title, Location & Contract Duration

Administrative Support Officer - Finance (2 positions) for Program Support

Location: Based at CARE Sirajganj and CARE Mymensingh Field Office

The duration of the proposed contract will be up to May 31, 2015.

I. Job Summary:
In a brief paragraph, state the position's overall purpose or objective, highlighting the general functions for which the position is responsible. Why does the position exist and what must it accomplish
The Administrative Support Officer (ASO) is responsible for Financial Management in conjunction with FO and ensures the controlling, monitoring and reporting for the Field Office Financial operations in compliance with generally accepted accounting principles and practices. S/he will also be responsible to comply with CARE Financial, Administrative and Human Resources Policies and Procedures. Coordinate the Financial support issues in the Hub/ Team Offices under the Regional Office. Be familiar with the CARE financial, vehicle, inventory, administrative and HR reporting system and formats are essential. Assist FO to address the Internal Audit recommendation especially the financial issues for HQ and third party as and when required. Ensure weekly, monthly, quarterly and ad-hoc basis report submitted to proper authority timely as per requirement. He is also responsible to assist the FO to face the Internal/External Audit as & when required. He is responsible to assist the Finance Officer (FO) in managing the banking, Petty cash and other finance related activities. He is responsible for managing the HR issues. He is also responsible for complying of CARE Bangladesh GED unit policies and procedures
II. Responsibilities and Tasks:
Describe the major responsibilities, principal tasks, competencies and end results for which the position is accountable (try to limit responsibilities to five). List the responsibilities in the order of importance and state the percentage of time the employee spends on each responsibility during a typical year.
Employees who supervise other regular employees on a continuous basis should have Staff Management as the number one Job Responsibility. The general rule of thumb for percentage of time for management of others is 5% per direct report. Example: If a supervisor has six direct reports then at least 30% of his/her job should be allocated to supervising those employees.
Responsibility # 1: Financial Operation & PAMODZI Voucher preparation / % of Time
a) Assist FO to prepare monthly PAMODZI report and send to Finance, CBHQ
b) Register in a timely manner from PAMODZI.
c) Prepare OR (Official Receive) register and submit to FO for review.
d) Check the bills/ TER/ PER / MER of SHOUHARD DD area/ Sonatoal TO staffs and handed over to FO with necessary compliance.
e) Prepare/write the cheque against approved GL and hand over to vendor & respective employee on prior consent of FO with necessary compliance.
f) Collect acknowledgement receipts from different party/staff/landlords and duly attach with the respective voucher.
g) Ensure revenue stamp affix for acknowledge receipt/bill voucher for above Tk.500.00
h) Ensure different landlord’s for payment of Office Rent as per lease agreement.
i) Make data entry in summary file and produce the payment summary with charging summary for payment.
j) Assist the FO for monthly financial report preparation.
k) Conduct PAMODZI voucher sorting at the end of the financial month & filling of this chronologically. / 25
Responsibility # 2: Banking & Petty Cash handling / 35
a) Receives money from different projects staff/vendors against adjustment of advances, cash receives for sale proceeds and deposit into Bank.
b) Make DD for payment of team office staff and counter parts.
c) Money/Advance withdraws from the bank as per cheque and disburses to respective employee.
d) A petty cash of Tk.50,000.00 is being handle properly
e) Maintain daily Petty Cash Register.
f) Maintain computerized Petty Cash Ledger.
g) Disburse petty amount after proper authority approval.
h) Tender Schedule sale and keep record properly.
i) Put the PAID seal and SL# after payment the bill.
j) Daily petty cash closing/audit form update with cash counting.
k) Replenishes the cash as and when required.
l) Cash deposited into Govt. Account against VAT & Tax deducted from source.
Responsibility # 3: HR Management related activities / 10
a) Update day to day staff status (incoming/outgoing)
b) Responsible to collect the PAR from respective employees and prepare PAR summary for timely submission to Finance CBHQ.
c) Assist to prepare Leave related issues.
d) Assist to checking medical bill and maternity benefit issues.
Responsibility # 4: Store Maintaining / 20
a) He is responsible to maintain the Regional Office Store management
b) Receive the store material form Central Store and suppliers and documented for management of IMS and PAMODZI person for proper accounts.
c) Disburse the store materials with proper approval and authorization.
d) Assist to prepare Vehicle report by providing information
Responsibility # 5: . General Services and Gender / 10
Provide general services as and when required in absence of the assigned person.
b) Ensure and promote gender sensitivity and team spirit among staff of support section.
c) Keep close liaison with GFP to inform about gender grievances or harassment if any.
d) Ensure environment exist to implementation of gender policy operationalization and create and fender friendly environment
III. Reporting:
Report to Finance Officer (FO).
IV. Working Condition:
This is an office based position with occasionally Field visits as and when required
V. Qualification:
Minimum bachelor in any discipline with 2 years practical experience in relevant field or Master in any discipline with 1 year practical experience in relevant field. Or Masters with honors in Finance and Accounting (no experience is required
VI. Core Competencies:
·  Good communication skill
·  Computer skill (work processing, spread sheet and others)
·  Able to maintain systematical filing and record keeping
·  Skills in store maintenance
·  Able to deal with routine reports
·  Able to maintain petty cash/banking
·  Skills in providing logistic support (ticketing, meeting, workshop, mailing)
·  Knowledge and skill in performance management (OH and Drivers)
·  Able to set priorities plan and organize the schedule work

Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long term development work to significantly improve the lives of the most vulnerable and marginalized. Candidates must be capable of displaying great learning agility, support and encouragement of knowledge sharing across projects, to the ultimate benefit of all of CARE’s mission wide initiatives.

This is an interesting time in the development of CARE as an organization which is shifting towards a program approach where it has developed longer-term impact visions to have MORE sustainable changes in the lives of the extreme poor and marginalized. CARE is looking for an Administrative Support Officer - Finance who will play a key role in the leadership of a Field Office whilst at the same time building a learning culture that promotes knowledge sharing across CARE and excellence.

Compensation

Monthly gross salary is Taka 18, 000 plus other admissible benefits as are per policy.

CARE Bangladesh invites applications from qualified individuals. Summary job descriptions and the application format can be found on the website at: www.carebangladesh.org. Please note that only applications filled in as per CARE format will be considered. Please email the application to on or before September 11, 2013. For those wanting to send hard copies of the CARE application format please send to: HR Manager, CARE Bangladesh, 20-21, Kawran Bazar, Dhaka 1215. Interested persons may also collect the application format from our Receptions desk (9th floor).

Note: 2 Women are particularly encouraged to apply 2 Any persuasion will disqualify the candidates 2 Internal and external applicants shall be treated equally in the entire selection process 2 Applicants who have relatives in CARE must mention it in the application form 2 Please write the position name on top of the envelope.