This Position is open only for Female Candidates

Position Title, Location & Contract Duration

Finance & Administrative Officer - Program Support

One (1) position, based at CARE Khulna Regional Office

The duration of the proposed contract is up to December 31, 2020

I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organisations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working across 94 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 being one of the largest country offices of CARE. CARE works to help people achieve social and economic well-being, while being among the best in their fields. In CARE, put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE Bangladesh is currently 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.

The Finance and Administrative Officer (F&AO) is charged for overall responsibility for generating the FO financial report. S/he is also responsible to supervise a group of core program support staff and program support functions such as Administrative, Financial, Inventories and Logistical needs within the operational area of the regional office. S/he has to work with the OM/MSS to ensure smooth and effective operations of the program support activities in compliance with generally accepted accounting practices and CARE-Financial, Administrative and Human Resources policies and procedures. Familiarity with the CARE-financial, vehicle, Inventory, Administrative and HR reporting system and formats are essential.


II.            Responsibilities and Tasks:

% of Time

Responsibility # 1: Financial Management, Budget And Report Preparation.

     50%

  • In consultation with the members of ROMT, prepare the realistic monthly Fund request and ensure on time submission to CBDO.
  • In order to maintain an appropriate cash position, monitor the Bank accounts and petty cash fund and take necessary actions.
  • Ensure the preparation/ process of daily/monthly payments to the staff members/vendors such as AR, PR, TER, MER, RR, SOP-2, and Mobile allowance and bills accurately and on time. Review/approve bills/vouchers in accordance with Cash disbursement Voucher (CDV), Cash Receipt Voucher (CRV), Adjustment Voucher and other relevant documentation.
  • Prepare and review the monthly payroll information Report (PIR) and Quit Claim Form (QCF). Ensure the submission of those reports to CBDO - Finance on time.
  • Be acquainted with all financial software used at the FO level.
  • Preparation of RO monthly Financial report like Pamodzi, data entry in Pamodzi, PO wise vendor payment, Prepaid entry, Deposit entry, Regular entry, Adjustment entry, VAT/Tax report preparation from Pamodzi and  Bank documentation (i.e., BRR-1& Cash Recap by Bank), timely submission to MSS for final authorization.
  • Periodically check the Field Office petty cash according to the Petty Cash Audit Form.
  • Assist in preparation of the proposed and revised Regional Office Budget. Deal with the Share/Declaration/Loan application form of staff Provident Fund & CBEMCSL, ABC report, Income Tax, etc. Ensure accuracy before submission and disbursement.

 

 

 

 

Responsibility # 2: Vehicle Management.

      10%

  • Monitor supervision of RO drivers, Vehicle scheduling and compile vehicles related all reports and submit to the concerned person (OM/MSS) for approval.
  • Review the monthly/quarterly vehicle report and share with the concerned staff.
  • Deal with other administrative reports including accident reports as and when required.
  • Ensure the vehicle related documents and turnover related reports are updated and copies of those kept in respective vehicle files.

 

 

Responsibility # 3: Regional Office Procurement & Inventory Management.

10%

  • Oversee that the purchase requisition received from department/ projects are being numbered.
  • Check/review PR in compliance with the approved budget for all kinds of procurement. Collect quotations, arrange tender, prepare Bid summary and Purchase Order (PO) as and when necessary according to the CARE-Bangladesh procurement policies and procedures. Ensure that quarterly procurements are done according to the approved Budget.
  • Ensure that approval taken from ACD/or authorized person in case of no budget provision for goods and services requested for as and when required.
  • Monitor the record keeping of RO FF & E items and ensure submission of regular/routine report to P & M Section, CBDO.
  • Periodically audit FF&E-2 and yearly physical inventory reports (YPIR) for all FF & E items and submit to P&M Section & Finance, CBDO respectively on time.
  • Initiate and process the disposal and turnover of FF&E items according to the CARE- Bangladesh existing policy and procedure.
  • Review the computerized FF&E lists of RO with the physical FF & E items of RO for specific period as when required and provide the necessary feedback to the MSS for his necessary action.
  • Monitor that a local numbered FF&E list for items are maintained by the RO and kept updated.
  • Ensure that the room-wise FF&E items of RO are correctly prepared.

 

 

Responsibility # 4: General and Logistic Support.

10%

  • Deal with all utilities, e.g., electricity, water, gas, telephone as well as supervise the function as usual in the regional office. Provide necessary feedback to the MSS on this issue for further action if necessary.
  • Assist and provide information to the CBDO - Finance/Internal/External Auditors to undertake Audit of RO.
  •  Assist to MSS in protecting CARE-properties, different negotiation due to miscellaneous problems, visitors and theft case etc.
  • In consultation with the MSS monitor and assist the ASO to arrange/provide all necessary logistic support in holding meeting, training, seminars, workshops in the regional office or other venue for the projects and support section.    
  • Ensure that all the general service related files (i.e. lease file, telephone, Gas, electricity, Water, etc.) in regional office are updated and kept in orderly fashion.
  • Ensure supervision and performance review/appraisal of all support staff of regional office timely and appropriately.
  • Ensure and promote team sprit among the staff members and maintain gender sensitivity.
  • Monitor the report of cross charging, repairs & maintenance, usage and trip ticket and VRF.

 

 

Responsibility # 5: HR issue, performance management and staff Development.

10%

  • In consultation with MSS, ensure that individual staff (like ASO, Technicians, Drivers, OHs) is well aware on their assigned tasks & accomplish within given time.
  • Plan/review progress and prepare performance appraisals of all staff under direct supervision. Provide support to MSS in preparing staff APAA.
  • Identify staff training needs; ensure needs - based training for respective groups/individuals timely and appropriately.
  • Provide on the job training, coaching and mentoring to the support staff working in regional office.
  • Ensure the submission of Leave Report to HRM.  

 

Responsibility # 6: Office Safety & Security.

10%

  • Monitor the safety and security arrangement of the office and take steps in consultation with the ROMT. Accomplish any other related job as and when required.
  • Monitor and supervise (where necessary) the security guard supervisor and keep them updated on security procedures and give necessary suggestions on security and other related information.
  • Assist the MSS to monitor security situation and disseminate information to staff and NSM as appropriate.
  • Assist the MSS in preparing monthly/quarterly security report and send to NSM, CBDO in time.

 


III. Reporting to:  

Manager Support Services (MSS)


IV. Working Conditions:  

This is a Field Office based position. The incumbent must be willing to work anywhere in Bangladesh. Close contacts are required with Manager Support Service and member of Regional Office Management Team and all units/sections/projects based in CARE Bangladesh Dhaka Office. As necessary visit to field within the operational area is required.


V.   Qualifications and Experience:  

  • At least 3-4 years practical experience in relevant field.
  • Masters in Commerce, preferable in Finance /Accounting. Educational qualification may be relaxed up to Bachelor degree in Commerce for experienced female candidates.
  • Should have knowledge on financial operation and management.
  • Should have knowledge on general administration.
  • Ability to plan and optimum use of available resources.
  • Good knowledge on budget.
  • Should have ability to conduct cost analysis.
  • Computer skill (word processing, spreadsheet, database, MS-Word, Excel and Access).
  • Performance management and staff development skills.
  • Good managerial and leadership skills, ability to work in a team and participatory planning.
  • Good interpersonal skill, organizing and problem solving abilities, coaching and mentoring.
  • Strong verbal and written communication skills in Bangla and English.
  • Skill in PAMODZI software program will be as an additional computer competency.

 

VI.  Core Competencies:  

  • Planning & organizing.
  • Initiating actions.
  • Stress tolerance.
  • Operational decision making.
  • Communicating with impact.

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 encourage knowledge sharing across projects, for the ultimate benefit of all of CARE’s mission wide initiatives.
 
Compensation

Attractive remuneration package will be offered to the really deserving person. In addition, CARE offers PF, Gratuity, Bonus, Leave encashment, Life Insurance, working mother benefits etc.

Interested candidates meeting the above requirements should apply through CARE Bangladesh’s e-recruitment site: http://www.er-carebangladesh.org/care-recruitment/home on or before 20 June, 2018

Note:

  • Any persuasion will disqualify the candidates.
  • Internal and external applicants shall be treated equally in the entire selection process.
  • There is no cost involved with applying for positions with CARE Bangladesh. Any solicitation of job                   application costs should be regarded as fraudulent.