Finance and Support Services Coordinator

Job Description

Title: Finance and Support Services Coordinator

Company Name: Human Relief Foundation

Vacancy: Not specific

Job Location: Cox's Bazar

Employment Status: Contractual

Educational Requirements:
∎ A Master's level degree in commerce preferably in finance/accounting.
∎ Completed CACC will be given preference.

Experience Requirements:
∎ At least 10 year(s)

Job Context:
∎ Human Relief Foundation is a charity set up by the United Kingdom in 1991. For over two decades, the Human Relief Foundation has been instrumental in saving lives & relieving suffering in some of the world`s poorest regions. HRF responds to emergencies by providing aid to damaged areas in different parts of the world and tries to reduce the major losses caused by these disasters. HRF has been implementing Multi-Sector Assistance for Displaced Rohingya and Host Populations in Cox`s Bazar, Bangladesh. The project will be implemented through local partners who have relevant experience and expertise. Currently, Human Relief Foundation (HRF) is seeking highly energetic and dynamic personnel who will be taking the overall responsibilities to provide essential administrative, governance, financial, HR, and internal control services to project operation whilst ensuring compliance with HRF policies, systems, and procedures. The finance and Support Services Coordinator is responsible for the total financial management of the Country Office in conjunction with Finance and Support Services Manager and ensures controlling, monitoring and reporting in compliance with GAAP, HRF financial, administrative, HR, and procurement policies and procedures.
∎ Responsible to: Finance and Support Services Manager
∎ Project Duration: 1 Year

Job Responsibilities:
∎ Finance and Budget Management:
∎ Maintain financial records including cash book, ledger book, bank book, journals, and petty cash.
∎ Custodian of the chequebooks and Cash and ensure that all are under lock and key.
∎ Manage all payments after considering TAX and VAT as per Govt. rules and regulations.
∎ Prepare Cash Flow for fund requests for Country Office.
∎ Prepare monthly, quarterly, and yearly financial reports of the project as per reporting calendar and provide required documents to the country office.
∎ Prepare salary sheets and other payments for the staff.
∎ Prepare petty cash expenditure report and send petty cash requisition to the county office.
∎ Prepare and give posting of all vouchers in the system supported by all relevant documents with a "Paid" seal.
∎ Record all the expenditures in the ledger that complies with the budget line item and report monthly.
∎ Prepare the budget for Project Office and the Country Office.
∎ Check the approved budget for all kinds of procurement and review them where necessary.
∎ Review and monitor all advances and adjusted them in a timely.
∎ Oversee the day-to-day banking procedures and make liaisons with bank personnel for smooth banking functions.
∎ Secure the proper filing and storage of all financial records of the Country Office.
∎ Assist and provide information to internal and external auditors.
∎ Administrative and HR Management:
∎ Maintain HRF administrative policies and procedures e.g., procurement, security, travel, HR, and expense reporting.
∎ Oversee security management to Country Office and report security incidents to Finance and Support Services Manager.
∎ Oversee the proper upkeep and maintenance of office premises.
∎ Monitor all service contracts that are valid and maintained.
∎ Timely verification of stocks and assets, and inventories at the office and updating the registers.
∎ Ensure the fixed assets items are in appropriate numbers and room-wise updated and displayed.
∎ Provide all types of support during training/workshop/meetings and communicate, coordinate, and cooperate with all units and provide logistic support in time as their need.
∎ Maintain personnel files and leave the management of project and country office staff.
∎ Manage staff travel logistics and ensure all hired vehicles are as per established procedures.
∎ Ensure the visibility and branding of each activity implemented by HRF.
∎ Arrange staff meetings and prepare minutes as per agreed time.
∎ Ensure all compliance processes with stakeholders.
∎ Monitor proper and authorized use of the office computers are used smoothly.
∎ Monitor and supervise the HRF driver. Maintain vehicle schedule and compile vehicle-related all reports including accidents.
∎ Provide on-the-job training, coaching, and mentoring to the support staff.
∎ Procurement and Logistics:
∎ Procure all items as per procurement policy and well documented.
∎ Prepare Purchase Requisition (PR) in line with the approved budget for all kinds of procurement.
∎ Collect quotations, arrange tender, prepare comparative statements, and purchase orders (PO) as per procurement policy.
∎ Maintaining purchase register.
∎ Prepare monthly/quarterly procurement requirements as per the approved budget.
∎ Deal with utilities e.g., electricity, water, and gas and supervise the functions.
∎ Protect HRF properties and negotiations due to miscellaneous problems, visitors, and theft cases.
∎ Provide all kinds of support to the visitors from the country office, HQ, donor, and other stakeholders.
∎ Support to Partner NGOs:
∎ Build and maintain professional relationships with the team and partner's relevant staff.
∎ Review the Monthly forecast of Partners and keep the trend with the approved budget.
∎ Assist project personnel to prepare the project budget and revised budget.
∎ Review monthly expenditure reports to keep a trend with the monthly forecast.
∎ Monitor project budget and time to time share with Bangladesh Office for over and under burn rate for the project.
∎ Compile the required fund request from the project/partner and finalize the fund request for the country office.
∎ Monitor the fund status of the partners to update the fund situation to the concern when required.
∎ Periodically pay the monitoring visit to the PNGO's offices and working areas.
∎ Assist and provide information to the Internal and External auditors of PNGOs.
∎ Any Other:
∎ Any other task assigned by the Management.

Additional Requirements:
∎ Minimum 10 year's experience in relevant field
∎ Communication skills in English and Bangla.
∎ Computer skills (word processing, spreadsheet, and database). Skill in Software Programs (preferably Quick Book) will be an additional computer competency.
∎ Should have the ability to conduct a cost analysis.
∎ Good leadership skills and team-building ability.
∎ Performance management and staff development skills.
∎ Should know financial operation and management.
∎ Should know general administration.
∎ Ability to plan and optimise the use of available resources.
∎ Good knowledge of budget.
∎ Experience in working with partners and various stakeholders.
∎ Experience in working in humanitarian settings, particularly in the refugee context.
∎ Knowledge of sensitivity issues such as challenges and obstacles in working with women, girls, children and in a conflict situation.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 10 Jun 2023

Company Information:
∎ 3 Jun 2023
∎ Human Relief Foundation

Category: Accounting/Finance

:

Source: bdjobs.com

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