Job Purpose

The Finance and Administrative Officer is responsible for ensuringfinance and administrative support toCox’s Bazar Field office team and Partner NGO.Key roles are ensuring all kind of financial and administrative operation according to organizational policies and donor compliance. Provide logistic support to training, workshop and seminar. Periodic visit to PNGO to provide technical capacity building support on finance and administration. Conduct internal audit to PNGO and follow-up audit findings. Maintain finance and administrative documents following standard procedure and assist in financial report preparation. Keep track of expenditure and fund flow.Assist in preparation of budget variance report and necessary measures on address variance.

Key Tasks and Responsibilities

  • Prepare payments after receiving of all documentation ensuring, completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made;
  • Ensure systematically financial and accounting record keeping and ensure safety of all documents;
  • Ensure compliance of financial policies and procedures
  • Ensure timely deposit of VAT/Tax as applicable;
  • Be custodian of office cash advance for meeting day to day petty expenses and ensure adequate amount always in hand.
  • Assist Project Manager in the production of Project Budgets and Financial Report
  • Assist to external auditor to perform audit in time
  • Ensure all kinds of procurements require for office and projects;
  • Ensure proper documentation in relation to effective and error free procurements and in time vendor payments;
  • Support proper deduction of VAT/Tax as applicable;
  • Ensure proper support for logistics and IT
  • Assist to ensure the management of office inventory for both liquid and fixed assets with adherence to donor’s requirements;
  • Support for proper movement of assets, recording and safety of assets;
  • Support the Project Manager in preparing the FD forms as require by the NGOAB;
  • Support to prepare progress report for projects mainly financial part for NGOAB;
  • Maintain other office files as require by Project Manager
  • Be part of a multifunctional team that can assume tasks or responsibilities that are not necessary defined in this job description. This requires adaptability and high collaborative team spirit.

PERSON SPECIFICATION

The post holder will require the following competencies, skills and experience:

  • Essential

­Minimum 6 years of relevant work experience preferably with international NGOin financial and administration position;

­Minimum Bachelor degree in Accounting or Finance, CPA certified/M.Com/MBA degree would be preferred;

­Proven experience in office/financial management and audit.

­Essential experience of working with NGOs or international agencies or multinational business, preferably as Admin/Finance Officer or similar;

­Sound analytical and influencing skills;

­Ability to work independently as well as in a team;

­Excellent interpersonal and teamwork skills, working with different groups and nationalities;

­Strong initiative and self-motivated, with a strong commitment to humanitarian principles;

­Excellent information technology skills;

­Ability to multi-task and cope with competing demands under tight deadlines, identify priority activities and assignments, adjust priorities as required;

­Fluent written and spoken English language.

NOTE

This job description is intended as guidance and should not be viewed as inflexible as it may be varied from time to time in the light of strategic development of HelpAge programme objectives.