ActionAid is a global movement of people working together to achieve greater human rights for all and defeat poverty.

ActionAid Bangladesh (AAB) is looking for suitable candidate for the following position:

Officer - Finance and Admin

Job Summary
The position is to support the management of the finance and Administration Program. This involves collecting funding from multiple sources, internal to ActionAid and external to ActionAid. It will involve drawing up budgets and reporting to donor against project, it will also involve supporting the manager in developing the draft budgets for funding applications. Must be able to communicate, cooperate and cater the services as needed. Maintain liaison with different venues and event management service providers for getting better as well as prompt support from them. Maintain relationship with Government’s service units.

Key responsibilities include (not limited to)

Process payments ensuring compliance with AAB, Donor and Statutory Compliances

• Review and process all payment requests (i.e., vendor, third party, consultant, and Staff) in line with AAB, Donor, and Statutory policy compliances.
• Process staff float/advance request and arrange disbursement of the same.
• Submit processed payment requests into the treasury and follow-up for smooth & timely disbursement.
• Process income from external and internal parties through checking all relevant authorities, process expenditure on time, and ensure payments are made efficiently.
  
• Process travel authorization documents, float/advance against approved travel working with AAB Administration Unit.
  
• Adjustment of national and international travel advance with proper documents and records.
  Manage SUN System Data entry & Reporting
  
• Provide entry in the SUN System through ERP/Excel System by ensuring appropriate analysis code, ensure availability of all supporting documents, prepare vouchers (Payment Voucher & Journal Voucher);
  
• Prepare variance analysis report using SUN info Q&A and share with program people monthly for their understanding and take the decision.
  
• Verify the system entry fortnightly and take correction measurements if need
  
• Upload the budget, activity code, Suppliers ID, Miscellaneous code, and others information into the SUN system by using Q&A

Budget preparation, Revision, and monitoring

• Work with the manager to prepare budgets and segregate quarterly basis by integrated way. Monthly basis budget and activity segregation to program implement smoothly
  
• Prepare budget quarterly as per guideline and revision as per need
  
• Budget monitoring fortnightly to track budget vs actual variance and take initiative to mitigate the gap.

Work with PD Team in CXB for developing proposal/project

• Assist to PD team to prepare the activity-wise detailed budget to procure any goods/services and HR issues considering the present value of the current and future market.
  
• Assist to set up activities as per program strategic guidelines.
  
• Considering reality and acceptability from previous experience to assist PD team to do project decision

Data entry, prepare financial reports to the project/AAB management and donor

• Analyze budget, overhead, and cost recovery, update management with monthly spending and income achieved.
  
• Reconcile the System, TB, ledger, Bank, and cash books and correct if required.
  
• Prepare financial reports and provide those to the manager.
  
• Prepare the response against the observation from the Management, donor, Auditors.
  
• Follow-up observations from the donor/auditors.
  
• Update project files with proper documentation.

TAX & VAT calculation, deduction, deposit, and track on the timeline of the Government

• Ensure deduction of VDS and TDS accurately and take necessary steps to deposit into the govt. treasury within the stipulated time.
  
• Work with CXB Finance Unit on the preparation of Vendor wise VAT/ TDS calculation sheet.
  
• Update project files with all necessary documents and ensure availability when needed.
  
• Reconcile VAT and Tax ledgers regularly and report to line manager.

Event Management & Construction

• Actively involved with the program in the planning of construction and major events.
  
• Maintain a calendar of events and implement a system that enables and anticipates long-term planning and effective event management of the organization's meetings, conferences, and events. ensure construction works are implemented timely.
  
• Arrange required logistic support to the relevant program.
  
• Assist to procure event and construction-related goods/materials and services as per the need.

Asset procurement and Management

• Assist to procure capital/fixed assets as per the procurement and financial policy of ActionAid Bangladesh.
  
• Ensure that the cost of the capital/fixed assets is properly accounted for, all the fixed assets are numbered and recorded in the register properly.
  
• Ensure proper safeguard and maintenance of the capital/fixed assets.
  
• Conduct year-end/periodic inventory of capital/noncapital assets.

Relationships

The person holds this position will be reportable to the Deputy Manager – Finance of ActionAid Bangladesh.

Required Educational Qualification and Experience

• Post-Graduation or equivalent degree in Finance or Accounting
  
• Minimum 2-3 years of working experience in national or International Development Organization.

Technical Skills

• Sound financial management knowledge and skill.
  
• Sound knowledge on statutory and Donors’ compliance issues.
  
• Accounting software knowledge is required, experience on SUN and Vision software is preferred.
  
• Strategic decision-making skill/ability and quick trouble shooting capacity.
  
• Understanding and experience on event and construction budget preparation and monitoring.
  
• Knowledge on proper documentation and experience to face internal and external audit.

Application instructions
Only those who meet the above requirements are requested to apply following these instructions:

• Last date of application is Monday, 23 December 2024.
• Please click here to submit your application.

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ActionAid Bangladesh aims to attract and select a diverse workforce ensuring equal opportunity to everyone, irrespective of race, age, gender, sexual orientation, HIV status, class, ethnicity, disability, location and religion. Any personal persuasion/phone-call will result in disqualification of candidature.

Any personal persuasion/phone-call will result in disqualification of candidature. ActionAid Bangladesh has a nonnegotiable policy of ZERO TOLERANCE towards Sexual Harassment, Exploitation and Abuse (SHEA) and other Safeguarding concerns (including child abuse and adults at-risk abuse) and expects all employees to abide by the Safeguarding Policies and Code of Conduct of ActionAid Bangladesh.

N.B: There is no cost involved with applying for positions with ActionAid Bangladesh. Any solicitation of job application costs should be regarded as fraudulent