JOB DESCRIPTION
Administrative and Finance Officer

Issued on
05/12/2017

Issued by
Head of Mission

Category
Officer and Specialist

Level
SB

Country and Base Assignment: Bangladesh, Cox’s Bazar

The Administrative Officer supports the Administrative Coordinator in processing PUI's accounting operations and HR management in the base.

Cash-flow/bookkeeping:

• Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied
• Manage transfers and monitor the security of funds
• Formulate cash-flow forecasts with the logistics officer and the program managers
• Supervise the upkeep and security of safes and cash-boxes
• Validate all disbursements and commitments of expenditure, in compliance with PUI procedures
• Supervise account keeping at his/her base, monitor cash balances
• Monitor bank books for his/her base and keep the safe
• Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
• Verify the accounting files are in compliance with internal rules before they are sent to  coordination

Administrative management of personnel:

• Set up HR procedures and management tools in compliance with labour regulation and PUI HR policies
• Implement HR rules, procedures and tools at the base level
• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
• Supervise the administrative management of personnel recruitment and hiring at his/her base
• Supervise the archiving, handling and security of PUI personnel files
• Draft employment contracts for employees at his/her base, and ensure that they are adhered to
• Centralise training requests from teams and pass the information to the Admin Coordinator
• Assist in ordering and determining disciplinary measures
• Apply the formalities provided for sanctions and for termination or breach of contract
• Supervise the collection of elements needed to establish wages and monitor their proper implementation
• Ensure payroll operations
• Calculate taxes, complete returns and make statements and payments to the necessary organizations
• Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
• Conduct meetings and communication with personnel
• Handle the management of interpersonal conflicts and refers the matter to direct supervisor
• Organize the administrative briefing for expatriate employees
• Ensure the administrative management of expatriates within the PUI mission (file, visa, plane tickets...)

Financial and budgetary management

• In collaboration with finance coordinator, set up all aspects relative to finance, including budgetary, accounting and treasury elements
• Update and follow-up financial tools as Financial Follow Up and Allocation Table
• Monitor budget, participate to financial analysis, propose adjustments
• Track cash flow, consolidate the cash requests and oversee disbursements
• Ensure withdrawals to the bank
• Control and monitor the implementation of financial procedures

Reporting/communication

• In conjunction with the administrative coordinator, monitor whether accounting documents are consistent with interim and final financial reports
• Ensure that declarations and payments of taxes and contributions are made to the relevant organizations
• Prepare and assist with audits or possible inspections

AOB

• Ensure physical and IT archiving, as well as securing HR and accounting documents

• Line manager:  Emergency Coordinator
• Technical supervisor:  Admin Coordinator
• Management: N/A

• Language skills: Fluent in English, and Bangla
• Computer Skills: 
  • Proficient user of MS office (including Word, Excel, Outlook, PowerPoint)
  • Knowledge of SAGA software is a plus

• Education degree: Degree in administration management / financial management / human resources is required
• Work experience:

  Previous experience in finance/HR is required
  Previous experience in an NGO is required

• Commitment to the NGO values and principles
• Excellent knowledge Cox’s Bazar District, willing to travel locally
• Teamwork and team management
• Stress Management and flexibility
• Diplomacy and problem solving in tense contexts
• Rigor and organisation
• Honesty

All-inclusive between: 66900 – 76900 BDT