Manager

Business Administration

Swisscontact was established in 1959 as an independent foundation by notable figures from the worlds of commerce and science in Switzerland. It is exclusively involved in international development co-operation and has carried out its own and mandated projects since 1961. Since it was founded, Swisscontact has had close ties with the private sector. Swisscontact aims to achieve its primary goal of contributing to reduction of economic disparities in an increasingly complex, globalised world through the promotion of economic, social and ecological development, by supporting people to successfully integrate into local commercial life and to open up opportunities for them to improve their living conditions as a result of their own efforts. Based in Zurich, Swisscontact currently employs over 1,100 staff worldwide and currently manages projects in 38 countries on behalf of public and private donors. 
 Swisscontact Bangladesh is looking for a qualified Manager Business Administration for one of its Swiss Agency for Development and Cooperation (SDC) funded projects.

Manager Business Administration

Contract duration: Up to 31 October 2021 (likely to be extended up to Dec 2022)
Location: Dhaka, Bangladesh
Disposition for frequent travelling within the country
Reports to: Team Leader of the project

Purpose of the Job

The Manager Business Administration is a senior leadership position within the project, responsible for overall strategy and strategic partnership management. The Manager Business Administration will assist the Team Leader in all aspects of project implementation, including donor relationship management, strategy development and refinement based on evidence, overall budget management, strategic communication and reporting to donors and other stakeholders. S/He will oversee, backstop and guide the team to design interventions based on constraint analysis and business service assessment and implement interventions, engaging relevant market actors. The Manager Business Administration will lead and further develop an internal team to ensure smooth management of the financial, grants and administrative functions of the project.

Essential Functions and Responsibilities

Overall

  • Support the Team Leader in all aspects of project implementation;
  • Lead strategic thinking and planning, strategy development, deal making and partnership management;
  • Guide and assist the project team in implementing interventions;
  • Provide strategic direction and support to ensure project’s goals are met;
  • Strategies, and integration of transversal themes;
  • Lead strategic communication with all stakeholders including partners and Govt counterparts;
  • Build capacity of project finance and admin support staff;
  • Assist the team in developing the content of seminars, knowledge sharing events and workshops;
  • Maintain liaison with key project stakeholders (donor, government agencies, etc.) as per direction of the Team Leader; and
  • Contribute to overall project management as member of the Core Management Team, in donor and government meetings.

Finance

  • Ensure financial accounting is in compliance with the requirements of Swisscontact, SDC and local authorities such as the relevant ministries and the tax authorities. 
  • Ensure financial internal controls are in place and adhered to.
  • Ensure compliance of program expenditures with approved budgets; ensure the consistency, inclusion and accuracy of costs and that they comply with agreed policy and practices for sub-contractors and partners.
  • Keep project management abreast of the project’s financial status; communicate critical matters and issue timely recommendations to project management for corrective actions when required
  • Maintain systems for program budget monitoring and tracking that include financial and contractual data.
  • Ensure cash flow and its forecasting is adequate to the Project requirements; ensure proper cash flow management.
  • Analyze financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate and present financial reports to project management and SDC; oversee all financial project accounting and ensure it is in time.
  • Lead and coordinate internal and external audit processes in line with the requirements of Swisscontact, SDC, and the local authorities; liaise with external auditors.

Procurement

  • Carry out the procurement and quality control of goods and services from consultants and suppliers.
  • Ensure procurement is in line with SCBD and donor regulations ensuring VFM.

Partner/Contract Management

  • To formalise the overall arrangement, the Manager Business Administration will assist the team leader in  drawing partnership agreements with the implementing organisations, outlining the expected results, key milestones and financial management and reporting structure.
  • Ensure that the implementing partners put in place robust and appropriate financial management and reporting systems to mitigate any possible fiduciary risks.
  • Advise implementing partners on financial administration, procurement and corresponding reporting issues to ensure full compliance with SDC financial administration and procurement standards and guidelines
  • Assist the program team in monitoring the implementation progress of partners against the milestones
  • The Manager Business Administration will be responsible to assessing the resource requirement, fund disbursement and financial monitoring.
  • Assist the implementing partners in preparing corresponding budgets for the planning documents like the first annual operational plans with milestones with cut-off dates during the Inception Phase
  • Assist the Team Leader in review corresponding budgets against the operational plans to assess the appropriateness of the requested resources and the key milestones proposed by implementing partners for final decision by SDC.
  • Assist the team leader in preparing a milestone-based payment schedules for the implementing partners
  • Analyze the training needs and develop the capacity of finance staff of projects partners; support them with the introduction and improvement of processes, procedures and tools for transparent and efficient financial management and monitor their conduct.

General Administration and Logistics

  • Manage all office facilities;
  • Manage the vehicles and travel
  • Provide administrative support to management and project team; and
  • Manage relationships with all suppliers as required Personnel Administration
  • Conduct recruitment, induction and staff separation as per PIM
  • Develop and oversee project staff payroll and benefits administration, ensuring accurate and timely payroll disbursements.
  • Conduct performance evaluation of admin and finance staff and prepare reports and recommendations;
  • Provide on-the-job training and mentoring to admin and finance staff.

Regulatory Compliance

  • Assure projects compliance with relevant laws and regulations; and
  • Oversee the preparation and timely completion of all required governmental forms and reports.

Other Duties and Responsibilities

  • Ensure mutual learning, sharing and collaboration with the technical units of the Project in order to assure consistency in the implementation of systems and procedures.
  • Conduct any other task assigned by Team Leader/Head of Business Administration.

Profile of Manager Business Administration

  • The individual must possess the following qualifications:  
  • Works independently, is a team player, and possesses strong leadership and management skills.
  • Proficient in written and oral communication skills both in Bangla and English. Communicates clearly with internal and external stakeholders. 
  • Possesses strong negotiation skills.
  • Works with trustworthiness and integrity and is committed to Swisscontact's core values.
  • Operates effectively under stressful situations.
  • Demonstrates awareness and sensitivity to gender and diversity. 
  • Possesses sound analytical and problem solving skills. 
  • Minimum ten years’ experience with focus in financial management and accounting in an NGO, preferably INGO.              
  • Masters’ Degree in Accounting, Business Administration, or Finance.
  • Sound understanding of donor policies and procedures.
  • Sound understanding of internal and external audits.
  • Knowledge of accounting software.
  • Proficient in MS Excel and excellent working knowledge of computer applications like MS Office, MS Outlook etc.

Working Conditions and Environment

This will be according to the Swisscontact Operation Manual.

Application details

Please email your application form along with a cover letter (elaborating your competencies for the position and your expected salary) to bd.bmmdp@swisscontact.org addressing to Head of Business Administration.

Detailed Terms of Reference (ToR) and the application form can be downloaded from our website http://www.swisscontact.org/en/country/south-asia/work-with-us/jobs.html. Please mention name of the position applied for in the “subject” line of your email. Applications must be submitted on or before 31 December 2020.

Only short-listed candidates will be contacted for final selection process.

Swisscontact is an equal opportunity employer. Women are strongly encouraged to apply.