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

ActionAid Bangladesh is looking for suitable candidates for the following position:

Officer – Finance and Admin

Job Summary:

The "Youth-Led Peacebuilding and Social Cohesion Initiatives in Bangladesh" is a three-year EU funded project based in Cox’s Bazar, implemented in partnership with SHED. The project focuses on strengthening the capacity of local youth, particularly women, and civil society organizations (CSOs) in Bangladesh to engage in effective and sustainable conflict prevention, peacebuilding, and crisis preparedness.

The position requires a deep understanding of peacebuilding strategies and the ability to implement peace and security initiatives among youth groups in both Rohingya and host communities. The incumbent will focus on enhancing the security, entrepreneurial, and livelihood skills of young peacebuilders, empowering them to contribute to conflict prevention, resolution, and the promotion of social cohesion within and across communities. Additionally, the role involves fostering inclusive local governance mechanisms to support peace processes.

Strong networking and liaison skills are essential for this role, as it involves collaboration with various stakeholders, including the Government of Bangladesh (GoB), the Refugee Relief and Repatriation Commissioner (RRRC), NGOs, UN Clusters, working groups, and CSOs at the Cox’s Bazar level. The incumbent will be instrumental in building and strengthening networks to support peacebuilding efforts in the region .

Job Summary:

The role involves managing financial processes and reporting for the Youth-Led Peacebuilding and Social Cohesion Initiatives project. Responsibilities include ensuring compliance with financial policies, donor guidelines, managing data entry and reporting in the SUN system, handling partner and FSTPs financial reports, overseeing tax and VAT management, and supporting budget preparation and monitoring. The role also involves assisting with proposal and project development, overseeing event management logistic support and managing asset procurement and maintenance.

Key responsibilities include (not limited to):

Process Payments Ensuring Compliance with AAB, Donor, and Statutory Policies (20% Time)

• Review and process all payment requests (vendor, third party, consultant, and staff) in compliance with AAB, donor, and statutory policies.
• Process staff float/advance requests and arrange for timely disbursement.
• Submit processed payment requests to the treasury and follow up to ensure smooth and timely disbursement.
• Process income from external and internal parties, ensuring all relevant authorities are checked, expenditures are processed on time, and payments are made efficiently.
• Handle travel authorization documents, process float/advance against approved travel in coordination with the AAB Administration Unit, and adjust national and international travel advances with proper documentation.

Manage SUN System Data Entry & Reporting (20% Time)

• Enter data into the SUN System using ERP/Excel, ensuring proper analysis codes and supporting documents are available; prepare payment and journal vouchers.
• Prepare variance analysis reports using SUN info Q&A, sharing insights with program teams for informed decision-making.
• Verify system entries fortnightly and correct discrepancies as needed.
• Upload budgets, activity codes, supplier IDs, miscellaneous codes, and other information into the SUN system using Q&A.

Financial Reporting, and Documentation (15% Time):

• Undertake regular field visits to monitor and check the accuracy of data collection and use of tools.
• Collect information from the project site and develop relevant case stories.
• Provide hands-on support to project/partner staff during field visits.
• Support to partner/project staff to day-to-day data management and capacity building on MEAL related agendas.

Manage Partner (SHED) & FSTPs Partner (15% Time):

• Maintain regular communication with partner (SHED) and Financial Support to Third Parties (FSTPs) partners to ensure smooth collaboration and alignment with project objectives.
• Receive and review financial reports from partners and FSTPs on a monthly basis to ensure accuracy, compliance, and completeness.
• Accurately book partners’ and FSTPs’ expenditures in the financial system, ensuring timely and correct recording in line with organizational policies and donor requirements.
• Monitor and track the financial performance of partners and FSTPs, identifying any discrepancies or issues and addressing them promptly.
• Ensure that all financial reports and expenditure bookings comply with organizational policies, donor guidelines, and statutory requirements.
• Provide support and capacity-building initiatives to partners and FSTPs to strengthen their financial reporting and management practices

TAX & VAT Management (10% Time):

• Undertake regular field visits to monitor and check the accuracy of data collection and use of tools.
• Collect information from the project site and develop relevant case stories.
• Provide hands-on support to project/partner staff during field visits.
• Support to partner/project staff to day-to-day data management and capacity building on MEAL related agendas.

Budget Preparation, Revision, and Monitoring (5% Time):

• Undertake regular field visits to monitor and check the accuracy of data collection and use of tools.
• Collect information from the project site and develop relevant case stories.
• Provide hands-on support to project/partner staff during field visits.
• Support to partner/project staff to day-to-day data management and capacity building on MEAL related agendas

Support Proposal/Project Development with the PD Team (5% Time):

• Undertake regular field visits to monitor and check the accuracy of data collection and use of tools.
• Collect information from the project site and develop relevant case stories.
• Provide hands-on support to project/partner staff during field visits.
• Support to partner/project staff to day-to-day data management and capacity building on MEAL related agendas

Event Management & Construction Oversight (5% Time):

• Actively participate in the planning of construction projects and major events in collaboration with the Manager – Administration (CXB-Operations).
• Maintain a calendar of events and implement a system for long-term planning and effective event management in collaboration with the Manager – Administration (CXB-Operations).
• Ensure works is implemented timely, arranging necessary logistic support for the relevant program.
• Assist in procuring event and construction-related goods/materials and services as required in collaboration with the Manager – Administration (CXB-Operations)

Asset Procurement and Management (5% Time):

• Assist in procuring capital/fixed assets in accordance with ActionAid Bangladesh’s procurement and financial policies.
• Ensure capital/fixed assets are properly accounted for, numbered, and recorded in the register.
• Safeguard and maintain capital/fixed assets appropriately.
• Conduct year-end and periodic inventories of capital and non-capital assets

Relationships

S/he will work under the overall supervision of the Deputy Manager-Finance (In-Charge of Partnerships) in Dhaka and report administratively to the Manager-Finance of the Rohingya Response Program. He/She will also coordinate with the Manager-Administration (CXB-Operations) for administrative tasks related to the project.

Required Educational Qualifications and Experiences

• A university degree or master’s degree in finance, accounting or equivalent experience that matches the position. A professional accounting background will be an added advantage.
• At least 3-year of relevant experience in providing a whole range of financial services to a humanitarian organization, preferably in the National/International NGOs or working with foreign donors.
• Experience with accounting software and knowledge of ERP systems. SUN systems / Q&A XL skills and experience will be an added advantage.
• Experience of EU fund management would be an asset for managing financial compliance to meet donor requirements
• Experience in building relationships with and managing internal and external stakeholders.

Required Technical Competencies

• Good IT skills (Microsoft Office), including accounting and reporting packages and especially Excel and   web-based applications/tools.
• Good written and verbal communication skills in both Bangla and English.
• Good understanding of staff safety, security, health and wellbeing issues.
• Ability to provide logistical support for any big and/or medium scale of official events.
• Excellent interpersonal communication skills.
• Ability to work collaboratively and proactively with strong attention to details.

Required Competencies

• Leadership: Ability to follow instructions and complete assigned tasks efficiently and to take decisions independently.
• Emotional Intelligence: Understanding and recognition of own emotions and their impact on others and respond accorfdingly. Can manage stress well.
• Communication & Collaboration: Possess effective communication skills to interact with colleagues and stakeholders. Coordinate with team members to provide support as required.
• Problem Solving Skill: Ability to identify root-cause,analyse and propose alternative solutions based on their understanding of the organisation's policies and procedures.
• Networking: Ability to build relationships with colleagues and external stakeholders. Initiates or engages in networking activities and events and provides relevant information to external stakeholders and different forms with proper evidence.
• Learning Agility: Reflects on past experiences and uses that knowledge to inform future actions. Adapts to new work processes or technology with minimal guidance. Seeks out information and resources to expand their knowledge beyond their immediate responsibilities. Willingness to receive feedback and address that feedback positively.
• Decision Quality: Demonstrates sound judgment in routine decision-making situations. Understands the potential consequences of decisions and seeks input from others when appropriate. Open to feedback and willing to adjust decisions based on new information.

Application instructions

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

• The last date of application is 15 January 2025.
• Please Click Here to submit your application.

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ActionAid Bangladesh aims to attract and select a diverse workforce, ensuring equal opportunity for 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.

ActionAid Bangladesh has a non-negotiable policy of ZERO TOLERANCE towards Sexual Harassment, Exploitation and Abuse (SHEA), Child Protection Policy and other relevant safeguarding policies 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 at ActionAid Bangladesh. Any solicitation of funds/money from a job applicant should be regarded as fraudulent.