Admin/Finance Officer

JOB DESCRIPTION

*Any offer made is subject to funding confirmation

I  – Mission Context

‘Project on Health seeking behaviour improvement of residents focusing on youth in Ukhiya Upazila, Cox’s Bazar District, Bangladesh’ is financed by the Japan Platform (JPF) and implemented by the PULSE Bangladesh (hereinafter referred to as the “PULSE”) with the Médecins du Monde Japon (hereinafter referred to as “MdMJ”). PULSE is an NGO which has headquarter in Cox’s Bazar with a vision of realization of the society with fair and justice through the support for vulnerable people such as children and women. In starting this project, PULSE and MdMJ have engaged in a new partnership to respond to the Rohingya crisis in Cox’s Bazar.

II  – Responsibilities and Tasks

Overall responsibilities:  

Under the supervision of the Project Coordinator (PC) of PULSE in close communication with Project Coordinator of MdMJ, Admin/Finance officer will be responsible for the project’s administrative and financial operations, human resources, and procurement, while ensuring compliance with internal policies and regulations, local laws, and donor’s requirements.

Main tasks:

ADMINISTRATION

• Draft necessary documents and reports related to the project implementation as per requested by the PC and director;  
• Comprehend the contract terms and draft necessary contracts such as with landowners;  
• According to the monthly and weekly plans of activities, anticipating operational needs, taking initiatives, identifying new ways to improve the overall effectiveness and ensure the smooth functioning of the administration;  
• Prepare regular and ad-hoc meetings under the supervision of the PC by planning the necessary components including detailed timings, venue and other considerations,  procuring necessities and arranging the venue;  
• Manage the project office in Ukhiya, by making procurement plan of necessities in line with the budget line allocated, procuring the office equipment, and maintaining the inventory;  
• Procure the equipment and necessities for the field activities as per requested by the field team and in cooperation with Programme support department;  
• Develop and update a contact list of the project team;  
• Develop the movement management system and ensure that required transportation is properly arranged according to the system, and road safety and security is adequately maintained by the driver

HR

• Prepare, keep and update the HR related documents according to the internal policies and manuals;
• Ensure that staffs are adhering to the working regulations and conditions by monitoring through timesheets and feedbacks from the Community Health Supervisors with a view to the salary calculation;
• Make necessary intervention when interpersonal conflict and order disturbance are reported or observed, and adequately report to the PC.

FINANCE

• Prepare necessary documents and arrangements to make a timely transaction of the project budget from the mother account of the organization to the project account;
• Prepare an expenditure plan according to the activity plan given by the field team, and in line with the budget line of donor’s proposals and internal policies and manuals;
• Verify and process field payment requests;
• Accurately record all transactions on a daily basis based on the formats given by the donor;
• Responsible for the organisation’s petty cash fund payments;
• Ensure all the contracts such as with landowner are validated from the financial point of view;
• Review all financial supporting documents from the field in order to verify all costs are allowable, allocable, and reasonable in line with the requirements of the donor;
• Prepare and submit payroll for the project team;
• Develop an effective and efficient payment system for the volunteers and beneficiaries;
• Prepare and submit the monthly financial report to the donor

III  – Profile of the ideal candidate

Education:
Minimum Graduation Degree in business administration, accounting, finance or similar fields

Professional experience:

• Minimum 2 years of experience in financial management and administration for donor-funded projects
• Experience in Rohingya response project

Skills and qualities required:

• Ability to work in a cross-cultural and multilingual environment
• Strong oral and written communication skills
• Ability to work independently with minimal supervision
• Ability to prioritise and complete tasks within the designated timeframe
• Flexibility in type of tasks, working hours and working stations due to the nature of the project activities
• Good command of Microsoft Word, Excel and Powerpoint
• Good Knowledge of humanitarian action and will to take part in GK and MdM actions

Languages: Good command of English and Bangla

Application Deadline: 8th May 2019