TERMS OF REFERENCE

Title Finance and Operations Manager
Period Up to March 2019 (high possibility of extension to March 2021)
Location Dhaka with occasional field work outside Dhaka at grantee and contracting organisations and other stakeholders of Sudokkho
Reports to Team Leader through the Deputy Team Leader Services

Background to the programme

Sudokkho is a 5-year skills training and employment programme, funded by DFID and SDC and implemented by Palladium in a consortium with Swisscontact and the British Council. The programme seeks to test and scale-up market-driven, quality skills training systems within the Readymade Garments (RMG) and Construction sectors that will stimulate further investment in training by people, including women and disadvantaged populations, will earn increased income in skilled or semi-skilled jobs after successful completion of training.
The programme supports Private Training Providers (PTPs) and industry-based training initiatives (supply-side stimulation) and raises awareness about the value of skills development among the trainees and industry (demand-side stimulation).

Primary Responsibilities:

The Finance and Operations Manager will oversee all activities related to Sudokkho’s, financial management, procurement, HR and administration. The position will also be responsible for all tenders, procurement, contracting for the programme grant fund and for preparing and managing programme subcontracts. The ideal candidate will have a strong background in operations and procurement, in finance and accounting, an effective communicator and a strategic and innovative thinker. The position will be based full time in Dhaka and report to the Team Leader of Sudokkho.

Day-to-day responsibilities include:

Financial Management:

  • Oversee all financial management including forecasting in-country expenditures, funds transfer requests, payment approval and documentation and weekly field vouchers
  • Ensure that all financial transactions are undertaken with integrity and cost effectiveness, and are necessary for achieving the programme goals
  • Ensure compliance with DFID/ Palladium’s financial policies and procedures
  • Work closely with the corporate operations team to provide timely financial forecasts to DFID
  • Maintain an overview of project expenditure against project workplans and budgets. This includes providing variance analysis to budget holders on a monthly basis, requesting explanations in instances of large variance
  • Manage monthly payroll for all Palladium staff contracted in Bangladesh. Ensure remittance of all statutory and mandatory deductions as per local law. Maintain a comprehensive knowledge of local regulations regarding taxes and payroll requirements and employment laws
  • Lead the development of the programme budgets with support from the Project Manager and coordinator
  • Lead the preparation of Value for Money (VfM) calculations for quarterly and annual reports
  • Maintain sound professional relations with the project bank, and stay up-to-date with current financial regulations, including tax liabilities to individuals and the programme
  • Oversee project procurement, negotiating competitive prices and obtain and review all logistic related invoices from vendors ensuring adherence with procedures documented in the Project Operations Manual
  • Uphold Palladium’s Zero tolerance policy
  • Negotiate budgets and contribute to VfM strategies of the programme
  • Serve as a point person in Bangladesh supporting review and revisions to the Project Operations Manual, working closely with the Operations team
  • Support corporate operations, including business registration and country payroll up to 10% of time

Compliance

  • Oversee all aspects of programme operations to ensure smooth and timely delivery of project activities as per local laws as well as DFID and Palladium policies and procedures
  • Oversee due diligence and financial compliance monitoring associated with contracting of and payments to suppliers and sub-contracts
  • Identify potential and real risk of non-compliance
  • Maintain the project fraud register and ensure that any cases of suspected fraud are dealt with according to Palladium policies and procedures
  • Coordinate internal and external programme audits
  • Make regular financial risk assessments, especially of liabilities as part of regular monthly programme risk assessment
  • Support the Monitoring and Results Management team to integrate compliance controls for grant activities into the programme monitoring system

HR Management

  • Oversee all programme recruitment, ensuring compliance with Palladium policies and procedures
  • Oversee the HR administrator to maintain contracts of all Palladium staff working on Sudokkho ensuring that all contracts are accurate, up to date and with the appropriate validity
  • Work closely with the Project Manager and Coordinator to issue contract amendments and extensions in a timely manner

Operations

  • Oversee the Logistics and Admin Officer in the completion of logistical tasks including, but not limited to, hotel bookings, local car travel, issuance of visa letters etc
  • Ensure smooth day-to-day running of the Dhaka office, including managing the rental agreement of the office and ensuring the provision of office utilities and supplies

Other

  • Performing any other reasonable tasks as required by the Team Leader

Reporting relationships

  • Line management responsibility for several members of the finance and operations team, including:
    • Providing mentoring and advice related to direct reports ensuring that they are familiar with all policies and procedures related to their job
    • Undertake bi-annual performance reviews for all direct reports assessing performance in agreed framework against pre-set KPIs

Deadline for submission of Application: 16th February 2019

Instruction for application: CV along with a cover letter addressing to Human Resources, should reach to info@sudokkho.org