I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organizations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working over 121 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 and is one of the largest programs in CARE confederation. Women and girls are at the core of all CARE programs because they represent half of the marginalized group and it is not possible to overcome poverty until all people have equal rights and opportunities. CARE Bangladesh works to implement programs with long-term impacts that result in sustainable changes for the extreme poor and marginalized communities.

MACP's PRODRIPTA aims to support around 22,000 people directly, where the overall impact group will be 176,620 people i.e., the whole population in the selected unions through structural and non-structural, innovative, and sustainable interventions in collaboration with relevant partners and stakeholders.  In achieving its ultimate purpose, the program will undertake activities to enable the communities to adapt to shocks & stresses, make the DRR institutions accountable to local communities and provide financing for community actions, and support communities to sustain adaptive capacity through strengthened, locally led learning, networking and advocacy. In its endeavor to foster community resilience, the project also has a provision of an emergency fund to respond to both anticipated and unanticipated crises so that community’s distress and incurred loss and damages are adequately addressed and the result of the program are sustained.

CARE Bangladesh’s Humanitarian and Resilience Program is committed to provide people affected by disasters and conflicts with life-saving assistance, with a special focus on women and girls, who are disproportionately affected by disasters. Our action also includes preparedness and early action, emergency response and recovery, and resilience and adaptation to climate change and equitable development.
 
CARE Bangladesh will be implementing the Margaret A. Cargill Philanthropies’ (MACP) “Promoting Disaster Ready Inclusive Preparedness towards Adaptation (PRODRIPTA).” This three-year program aims to foster inclusive community preparedness and resilience through the combination of disaster-ready communities and accountable institutions in the northern char district of Gaibandha and the central coast district of Patuakhali. The MACP’s PRODRIPTA has a multifaceted approach to make a meaningful, measurable, and sustainable difference in a defined period of time in the selected unions of Gaibandha Sadar and Sundarganj of Gaibandha and Rangabali and Kalapara of Patuakhali Districts:

• Address the climatic and systemic barriers faced by the communities
• Introduce and implement structural and non-structural, innovative, and sustainable interventions
• Integrate women and youth as the prime target group and build their capacities to act as change agents
• Support by service providers and foster inclusive community resilience
• Collaboration with community members and GoB agencies, and private sectors
• Create demand in the communities for similar interventions
• Help lead climate adaptation efforts and ensure that the communities are disaster-ready

The Project Officer- Admin. & Logistic, based in Gaibandha Sadar or Kalapara, Patuakhali, is responsible for supporting Promoting Disaster Ready Inclusive Preparedness towards Adaptation (PRODRIPTA) Program in all administrative, financial and logistics operation in compliance with generally accepted accounting practices and CARE Financial, procurement and Administrative Policies and Procedures. S/he will manage, all logistics and financial support to project staff for organizing/arranging different Workshop, Seminar, Training, Meeting, and other deliverable event/activities with project participants/stakeholders as well as manage vehicle, inventory and administrative reporting system and formats as required. The incumbent will ensure day-to-day administrative operations for implementation of this project.

S/he will review/manage PNGO’s expenses, budget and NGOAB related works in coordination with the Project Officer- Admin. & Logistic posted in the other region and the Program Managers. S/He will prepare / revise project budget, monitor / review expenses and material resources. S/He will also responsible for financial reporting of the project and procurement of project materials. S/he will assist to conduct periodic and annual audits and facilitate external audits.

II.  Responsibilities and Tasks:  

% of Time

Responsibility # 1: Administrative Support

25%

• Ensure Admin support to program team.
• In coordination with HR, assist in hiring, joining, transfer or separation of staff.
• Follow up staff for timely submission of PAR with proper charging.
• Support all field-based and CBDO based administrative issues for project staff as when require.
• Close coordination with PNGO’s to maintain procurement, financial and administrative procedures in time.
• Maintain program Assets and inventory list.
• Ensure to collect timely submission of Local Admin. Certificate.
• Ensure timely update of project status report.
• Provide administrative and secretarial support for organizing meeting, training, workshop, event etc.
• Prepare meeting notes for this projects as well as Humanitarian and Resilience Department.
• Liaison with staff for timely submission of performance objective and appraisal.
• Ensure proper documentation and preservation of project files and folders.
• Provide any other administrative support as needed for the projects.

Responsibility # 2:  Ensure logistic support to project team

25%

• Ensure timely and quality procurement of assets and materials for this project
• In coordination with IT, HR, Transport department to ensure support for project staff
• Provide logistics and secretarial support for organizing meeting, training, workshop, event etc.
• Organize venue for meeting, workshop, training under the program.
• Assist project lead/partners to close out process for completed project following CARE guideline.
• Arrange travel management (air, bus, train, vehicle rental etc.) for project staffs as well as Humanitarian & Resilience team.
• Ensure excellent logistic support for any type of meeting, workshop and training for this project.
• Ensure proper documentation and preservation of project files and folders.

Responsibility # 3: Ensure compliance in all cash and in-kind supports for preparedness, adaptation and humanitarian assistance to individuals and community

20%

• Support team to ensure timely and technically sound planning, implementation and follow up of in-kind and cash transfer activities.
• Develop a database of household and community level support in each location/ union to support identification, verification and cross-checking of attendance and in-kind support or payments to individual and community.
• Ensure and support team members in payment of volunteers, enumerators etc.
• Support Program Manager and Technical Coordinator in conducting Cash Transfer Program (CTP) Risk Assessment and preparing CTP manual for the project.
• Ensure full CTP data management for donor audit, reporting and accountability purposes, including disaggregation of participants.
• Work with procurement, finance to ensure all supporting documents to complete of timely cash (online or mobile money or cash) and in-kind transfer.
• Liaise with program to arrange payment schedules through the approved mechanism. And ensure successful disbursement and pending list.
• Travel to areas of work (community to community) to ensure payments are timely and properly conducted.
• Conduct regular monitoring and spot checks of program implementation to verify work for cash and in-kind transfer.
• Keep all types of payment related approve documents.

Responsibility # 4: Financial Management, Budget, Audit, Reporting and support to GAAM

25%

• Monitor and keep track project expenditure report as per AID and take necessary action by discussing with Sr. Finance and Admin Officer and the Program Manager
• Arrange and cross check the all bill/vouchers and ensure timely submit to finance department.
• Prepare AJE and Accruals as when required
• Maintain the CARE financial policy and provide capacity building training to project staff.
• Work with finance department, to ensure timely financial reporting as agreed with donor
• Work with finance department to generate monthly budget vs actual report
• Work with partners to ensure timely disbursement of fund from CARE and timely submission of financial report by partners
• Ensure the preparation/ process of daily/monthly payments to the staff/members/vendors such as AR, PR, TER, MER, RR, SOP-2, MSTA, Cash Call, VRF, (as applicable) and bills accurately and on time.
• Assist GAAM Department for timely submission of FD-6 budget and FD-4 report, annual report to NGOAB
• Work with Finance and GAAM Department for timely submission of FD-6 budget and report to NGOAB.
• Work with Finance and PANGO’s to disburse fund and collect financial report in time
• Work with finance department to initiate timely audit of the assigned projects.
• Ensure PNGO’s final payment.
• Collect Local Admin. Certificate from partner NGO.
• Work with finance for timely FD-4 audit and share the report with GAAM.
• Prepare annual report for timely submission of NGOAB.
• Assist project lead/partners to close out process for completed project following CARE guideline.
• Prepare PNGO’s close out check list and performance assessment.

OTHER RESPONSIBILITIES AS ASSIGNED

5%

Responsibility: Responsibilities on Safety and Security, Gender and Inclusion and Safeguarding of children and vulnerable adults

As part of this role, the job holder must adhere to and support CARE Bangladesh’s Safety and Security policy and systems as part of their day-to-day duties and comply with safety & security protocols and directives, including reporting. Staff must maintain situational and self–awareness and be aware of the safety – security-related consequences of their actions upon themselves, their team, and the organization.

CARE is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and expects staff to promote the welfare of children, young people, and adults always.  CARE expects all staff and volunteers to share this commitment through our Code of Conduct.  We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.

Gender equality and inclusion are fundamental at CARE, promoting equal rights and challenging discriminatory norms to achieve social justice. We foster an inclusive workplace respecting diverse gender identities, abilities, backgrounds, and experiences through dialogue, training, and diversity initiatives. All CARE staff must uphold ethical standards, following codes of conduct to prevent abuse, including sexual harassment, exploitation, and neglect. Regular monitoring ensures accountability to uphold these principles and support our mission of social justice and poverty alleviation.

III. Reporting to:  

Manager - Finance and Administration, Humanitarian and Climate Action program

IV.          Working Conditions:  

Based in Patuakhali

V. Qualification:

• 3 to 4 years’ relevant experience.
• Masters in in accounting/finance/economics and other related discipline.
• Sound knowledge of Finance and Administration policies.
• Proficiency in computer skills including financial software.
• Excellent verbal and written communication skills in English.
• CARE Core Competencies as noted below: