Job Description

Date : 1st September 2018
Position Title : Finance and Administration Manager
Position based in : Dhaka with regular field travel

Hierarchical and organizational links:

Reports to:      Country Representative
Coordinates with: Head of Programs (HoP), National coordinators, HR and Logistics Manager, Finance Officer Kurigram
Direct line supervises: Finance Officer, BDO
Technical referent: Zone Administrator at HQ

Main responsibilities: 

1 Primary responsible for budget monitoring at national level and overseeing at base level
2 Funds planning and requests
3 Primary Responsible for the quality and reliability of accounting / SAGA at national level and overseeing at base level
4 Bank and cash oversight
5 Collating and submitting all financial reports to HQ
6 Updating BFUs and budget matrixes
7 Audits
8 Field control, Team management and capacity building
9 Oversight of relationship with NGOAB
10 Oversight of all visa related issues
11 Reporting
12 Internal coordination
13 Networking /external coordination
14 Regular visits to field sites. The role envisages travel of up to 25% of working days

Finance Duties  

1. Primary responsible for Budget monitoring at national level 1.1 Receiving annual budgets and sharing parameters to fields
1.2 Preparation of budgets (recon sheets) timely
1.3 Budgets modifications in course of year if needed (national level, then send to fields)
1.4 Put budget under Tdh Matrix
1.5 Consolidate follow-up (either by project codes , or by donors) at central level/put it online on google drive
2. Funds planning and requests 2.1 Consolidate annual transfer plan, and sends it to HQ
2.2 Control the effective transfer of funds to the bases
3. Primary Responsible for the quality and reliability of accounting / SAGA at national level 3.1 Overall correction of saga consolidated base (central level)
3.2 Send monthly consolidated saga accounting to HQ, timely
3.3 Back and forth exchange (base-BDO) whenever SAGA parameters created or changed
3.4 Back and forth exchange (BDO-HQ) whenever SAGA parameters created or changed
3.5 Receive SAGA final writing from HQ and send it to bases
3.6 Yearly closing of books (central level) respecting deadlines
3.7 Regular electronic backup of SAGA data (consolidated base)
4. Bank and Cash 4.1 Regular physical verification of petty cash (signing statement)
4.2 Overall controls on the bank monthly reconciliations
5. Payments and incomes 5.1 Check physical elements of request (complete, compliant…)
5.2 Control the proper filing of accounting vouchers
5.3 Check the calculation of VAT and taxes from bills
5.4 Check the summary sheet for payment of VAT and TAX
5.5 Overall Control on incomes movements
5.6 Establish yearly income tax return (GH, Tdh and expatriates) and submit to DCT, timely
6. Financial reports and financial analysis 6.1 Consolidate data received from base level and produce financial reports
6.2 Submit global financial reports (internally or to donors)
6.3 Provide reliable financial data on request
6.4 Analyse financial situation / make realistic and beneficiary oriented suggestions for adjustments
7. Audits 7.1 Consolidation of statements and reports received from base level
7.2 Provide convenient and on-time documentation, data or verbal answers to auditors (central level)
8. Fields controls, team management and capacity building 8.1 Field controls to projects areas on financial issues    
8.2 Provide guidance and technical support to the finance team, contributing to the capacity building
9. NGOAB 9.1 Prepare all financial information as requested by NGOAB and fill in the relevant forms with financial data such as FD2, FD6, FD9, FD3, etc. in Bengali.
9.2 Overall control on compliance of NGOAB rules for finance record keeping
10. Monitoring Field financial practices and end use checking
11. Security Control Volt in three bases and see they are properly used.
12. Reporting Send a short monthly activity report and plans for succeeding month by 3rd of each month to the National Coordinator AFHR
13. Internal coordination Actively participates in team meetings and in broader coordination meetings at Dhaka level
Meet periodically and individually with national coordinators and review budgets follow-up and expenditures forecasts
14. Networking /external coordination With banks, with auditors
15. Liaison with Cox’s Bazar Ensure good liaison with Cox’s Bazar, including SAGA entries, charging of positions, and timesheet management.
Administration Duties  
  1. Oversee the relationship with the NGOAB
 Liaise with the External Government Relations Officer to ensure that all relevant documents are submitted. Coordinate with the DAH team in Cox Bazar, the HoP and the CR to develop FD-6 and FD-7.
  1. Oversee all visa submissions
 Maintain up to date information on visa requirements. Liaise with other NGOs as appropriate. Ensure document for HQ visitors is produced.
  1. Management of service contracts
 Ensure updated service contracts for services such as water, utilities, phone bills, car rental etc.
  1. Holder of country profile form
 Work with the CR and HOP to update the country profile form and ensure all levels of authority/signatory are respected
  1. Translation of documents
 Review translated documents as necessary
  1. HQ reporting
 Ensure necessary forms and reports are submitted to HQ on a timely basis

General Duties

1. Internal coordination

 Actively participates in team meetings and in broader coordination meetings at Dhaka level
Meet periodically and individually with national coordinators and review budgets follow-up and expenditures forecasts

Educational Requirements
Minimum bachelor's degree in business administration/Studies/Commerce with major in Accounting / Finance or any other relevant discipline.

Experience Requirements
At least 5 year(s)

Additional Requirements

  • At least 5 years of relevant experience in financial monitoring at the national or international organization;
  • Experience in working with international donor supported programmes would be an advantage;
  • Knowledge in general administration, PPR, Govt. Tax & VAT rules & regulation is required;
  • Experience in the use of computers and office software packages (MS Word, Excel, etc.) including typing skills with good speed in Bangla,
  • Experience in using financial accountancy packages;
  • Experience in coordinating with Government agencies is an advantage;
  • Experience in administrative management;
  • Excellent English writing and speaking skills;
  • Experience managing teams is an asset;
  • Training on accounts and financial management;

As well as the following specific « professional »  competencies:

  • Result oriented
  • Good at working in a team
  • Good communication skill, both verbal and written communication
  • Analyzing
  • Work independently and with short deadlines
  • Willingness to spend at least 20% of the job on field missions,

Application Procedures:

The application must include a up to date C.V. The C.V. should include current salary (or salary last drawn), salary expectations, names of two former line supervisors including immediate past to serve as references with phone, and email contact information.

Only properly complete applications and qualified candidates will be considered for short-listing.

The recruitment procedure follows the Terre des hommes Child Protection Policy. Tdh is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. Any form of persuasion will be treated as disqualification.

Application Deadline : August 27, 2018