Finance and Admin Officer (2)

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 is the District level position to maintain regular Accounts and Administrative activities. S/he will be responsible for Accounts and Administrative management of the project at District level. S/he will manage the compliance and financial risks associated with the successful administration and timely reporting and invoicing to the Finance and Admin Coordinator (FAC).  S/he will ensure cash, cheque, and other payments and receipts are made in a timely way, with complete and accurate documentation at the field level. S/he will be responsible for providing administrative support to the field office to ensure the timely delivery of tasks.

Job Responsibilities:

Field Financial Management

• Take initiative that staff understands the payment and advance receiving procedures, timing, templates and required documentation.
• Ensure timely submission of monthly financial reports to the Finance Coordinator. 
• Prepare schedule for VAT/Tax, submit statement and challan to Govt. Treasury.
• Prepare various schedule and documents as per required by the donor, NGOAB and Head Office
• Ensure security and safe of cash safe management at the field office
• Prepare fund request and submit to Head office in time to ensure availability of the fund at the field office.
• Ensure the effective use of funds following the policies and procedures of organization
• Support Administration and Head Office to review implementation of fixed asset policies and be part of the periodic fixed assets verification process.
• Providing fixed assets purchasing related information in a timely way to administration team to ensure their records are complete.
• Keeping signatory information up to date, arranging relevant documents and collecting signatures where staff leave or join the organization. Taking the initiative to ensure continued banking operations are available at all times.
• Support in preparation of budget by correlation with different project staffs
• Ensuring receipt of all funds is properly acknowledged in a timely way from Head Office
• Ensuring all necessary information relating to bank and cash is provided to Head Office as required, including yearend bank information and bank reconciliation to HO.
• Ensuring up to date knowledge on the field based legal financial requirements and ensure all requirement are addressed and fulfilled accordingly.
• Working with other members of the Finance team in all offices to ensure effective payment to staff suppliers, consultants and compliance with all legal requirements.

Payment, Cashbook and Bank Book Management

• Prepare the  cash book and bank book on regular basis
• Ensure effective review and thorough checking of all payment request in line with the financial and taxation policy
• Completing accurate preparation of voucher, cheque and fund transfer advice for all payments and advances, ensuring proper and complete supporting documentation, following finance policy in all respects, accurate coding and with approval from all relevant colleagues.
• Maintain update supplier status, adjust advance against staff/suppliers
• Ensuring complete, well-organized and clearly labelled filling and safe storage of all financial documents. 
• Taking the initiative to ensure the cash and bankbooks reflect the correct coding and appropriate narrations, questioning any unusual or unexpected transactions.
• Ensuring that at all times the cash in hand is held safely and securely and agrees with the balance in the cash book, including counting the full cash in hand on a daily basis, and cooperating with other spot checks or counts by another staff member.
• Prepare the  cheque register and letter issue register as per organizations format
• Reconciling the balances with bank and cash counts and ensuring any identified issues are adjusted for according to best practice and finance policy.

Field Administrative Management

• Ensure all the procurements and purchase follow the appropriate policies and procedures of  as the organization
• Ensure timely and sufficient provision of stationery and other office supplies, enabling office staff to perform their work efficiently by preparing a comprehensive plan.
• Ensuring appropriate system for photocopy, lamination, binding and other printing materials to allow use of the resources effectively.
• Ensuring means of safe transportation by Air, Road and Water for staff members and visitors enabling them to visit the project, attend meetings, seminars and workshops.
• Ensuring appropriate service is in place to support Organization and partners arranging and organising training, workshop and events - using organization’s own or rented venues
• Ensuring timely and transparent processes for post and parcel enabling staff, guests, visitors to maintain effective communication.
• Ensure complete recording and documentation for all fixed assets and its reconciliation following all procedures.
• Ensuring all contract agreement made between Organization and third parties for service, lease, rental etc. are on time and followed by laws and legislations of the countries.
• Ensuring enjoyable and undisputable office environment is available by making sure service charges, house rent and bills for utilities etc. are paid on time.
• Ensuring efficient and effective IT support is provided including basic trouble shooting, anti-virus update, data back-up, support to end users on basic IT orientation, repair and maintenance of IT equipment, networking and internet service.
• Ensuring effective communication with Head office IT team to keep IT support up to date.
• Ensuring the office is kept clean, tidy and orderly at all times by implementation of cleaning plan on an ongoing basis.
• Ensuring workable and risk free assets and properties are available at all times by ensuring plan and implementation of regular check and report on assets and properties.
• Ensuring thorough security check for all staff, guests and visitors on entrance to the premises and security register always updated for sign in and out of staff and visitor
• Ensuring all goods received in and delivered from the store follow full authorization procedures by the relevant authorized person/s in the organization;
• Verifying stocks on monthly basis, preparing monthly stock reports for the organization showing variance, reasons and possible solution.

Key Requirements:

Educational:  Post-Graduate qualification in Accounting, Business or Finance from a reputed university. Preference will be given for Chartered Accountancy Course completed (CACC) candidates.

Job related experience and knowledge:

• At least 5 years’ experience in a finance/accounting role with a reputed NGO or consultancy firm.
• Knowledge of the operational and compliance requirements of different donor funding particularly UK aid funding.
• Experienced in regular administrative work in a district level office and project setup
• Proven record of meeting demanding deadlines.
• Computer literacy, particularly in Microsoft Office programs such as Word and Excel as well accounting packages & other database competencies.
• Good written and spoken English.

Duty station: Any of Satkhira and Morrelganj

Salary: BDT 39,039 (including Bonus) monthly

Benefits: as per KMSS policy

Reportable to: Finance and Admin Coordinator

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.