Finance and Admin Coordinator (1)

Khulna Mukti Seba Sangstha (KMSS) is a Bangladeshi development organization has been working in the public health sector for last 22 years and currently implementing different projects in 7 districts.
As a partner of a large consortium led by Concern Worldwide (CW), KMSS is going to implement a new health programme titled “Essential Healthcare for the Disadvantaged in Bangladesh” funded by UK aid from the UK government. The programme aims to increase access to quality essential healthcare for the disadvantaged including people with disabilities in both urban and rural areas of the remote and underserved areas of Khulna, Bagerhat and Satkhira districts.  

Job Purpose: This position will serve as the primary point of contact on all financial and contract related issues of the project. S/he will be responsible for overseeing the financial management of the project implementation. S/he will manage the compliance and financial risks associated with the successful administration of the contract, providing financial analysis of project performance and timely reporting and invoicing to the consortium lead. S/he will be responsible for managing the budget, donor compliance, asset management, ensuring internal control of the project. S/he will closely work with the project team leader, Head of Finance and Others department. S/he will supervise finance and accounts officer.

Major Areas of Responsibilities:

Financial Management

• Ensure timely submission of monthly management reports to management for review and comment. 
• Complete monthly Budget verses Actual analysis. Ensure timely follow up with programme team on variance and burn rate anomalies.
• Conduct monthly monitoring of field office and provide guidance to Filed Finance team on financial management
• Design and ensure proper delegation of authority at the Head Office and Field level and take necessary action to amend following programmatic need and analysis of risk.
• Review all project payment requests (to consultants, Field office fund request, suppliers and others) to ensure completeness and accuracy of paperwork.
• Contribute to updates of the risk register as requested by the Project Team Leader
• Ensure the financial risks and responsibilities associated with payment by results and programme deliverables are fully understood by all relevant officials.
• Ensure the effective use of funds following the policies and procedures of KMSS as well as the consortium lead.
• Monitor the flow of funds to field implementation units.
• Support Accounts and Admin Officers without compromising compliance as and when required and provide administrative guidance to the team.
• Ensure and maintain assets register for field and Head Office level
• Check and ensure internal control for processing the payment to ensure the value for money.

Grant Compliance, Management and Reporting:

• Ensure timely submission of monthly financial reports following donor template to the consortium lead.
• Monitor fund flow and submit the fund request to Concern with proper documents
• Ensure all compliance following applicable financial management guideline issued by Concern and DFID
• Take necessary step to revise the partnership contract and budget to complete the project in time
• Ensure unallowable cost policy of Concern Worldwide and DFID
• Provide support to Concern and donor to complete the due diligence of organization
• Identify the risk areas of project and advice management to mitigate the risk following action plan
• Maintain liaison with Concern Partnership and Grant specialist about the grant management.
• Prepare a compliance statement for the grant and update budget holders about the compliance requirement of the grant.
• Conduct periodical training for the finance and non-finance person so that all are well informed about the requirement and compliance of the donor
• Ensure proper coding of the project, circulate to budget holders, and team so that they can give proper code during incurring expenditure.
• Prepare various analysis for the project and share with the budget holders for their review and find the way forward.
• Reconcile the donor report each month and correct the accounting record with vouchers.
• Ensure proper timesheet for the staff who have been budgeted for this project.
• Ensure proper support cost allocation documents following the policy.
• Ensure all procurement has been done following donor regulations
• Conduct joint review meeting for the financial report for the project and take proactive action so that budget utilization is done in time following policy.
• Manage the close out process for the grants

Budget, Government Compliance and Audit Management

• Work as focal person to support the auditor for completing the donor audit each year.
• Prepare a tracker and ensure to implement agreed action on the findings of financial management monitoring and audit by Concern.
• Support financial management monitoring team of Concern by providing necessary documents.
• Explain financial report to the audit with the requirement documents to resolve the audit issue.
• Preparer the various schedule and submit in time as required by the Concern for NGOAB and year ending
• Ensure income tax, VAT and other compliance required to implement the project
• Coordinate with the external auditor to conduct the audit of FD-4 in concern and partners in time
• Support Programme Team to prepare the annual budget and subsequent revision for this project following Concern policy.
• Working with programme teams and partner staff to ensure implementation of audit findings
• Advise the budget holders on issues relating to Concern’s and KMSS financial management systems and procedures, and donor and statutory regulations, to assist him /her to ensure strong effective financial management of the programme.

Key Requirements:

Educational:  Post-Graduate qualification in Accounting, Business or Finance from a reputed university and with Chartered Accountancy Course Completed (CACC). Preference will be given for the partly qualified in Chartered Accountancy. Educational qualification will be relaxed for qualified candidates having experience in managing health related projects.

Job related experience and knowledge:

• At least 10 years’ experience including 5 years senior level experience in a finance/accounting role with a reputed NGO or consultancy firm
• Knowledge of the operational and compliance requirements of different donor funding. Experience in dealing with UK aid funding will get preference.
• Experience in financial risk management.
• Experience of management supporting /monitoring /capacity building of finance and admin personnel.
• Proven experience of developing and facilitating training workshops for finance and non-finance managers.
• Experience in people management
• Effective organization and analytical skills.
• Strong coordination, negotiation and communication skills.
• Proven record of meeting demanding deadlines.
• Computer literacy, particularly in Microsoft Office programmes such as Word and Excel as well accounting packages & other database competencies
• Excellent written and spoken English

Duty station: Khulna

Salary: BDT 72,671 (including Bonus) monthly

Benefits: as per KMSS policy

Reportable to: Project Team Leader

Direct Supervision responsibility: Finance and Admin Officers

If you are confident and think you fit well in the position, please write an application to the Executive Director, KMSS and send it with a copy of your CV through email to kmss.khulna@gmail.com on or before 31st July 2019.  Please mention the position you are applying for in the subject line of the email. KMSS is an equal opportunity organization. However, qualified female candidates are highly encouraged to apply.