CARE Bangladesh Finance and Administrative Officer

Career Opportunity Project Summary Building Pro-Poor, Inclusive and Gender Sensitive Local Governance is new 4-year project of CARE Bangladesh supported by EC (EUR 1 M) targeting extreme poor people and women. The overall objective of the project is to contribute towards building participatory, inclusive, pro-poor and gender sensitive governance for 400,000 extreme poor. The specific objective is to improve the capacity of 35 selected Union Parishads to provide leadership for pro-poor development and facilitate better access to services and resources for the poorest and most marginalized. In partnership with two local NGOs - South Asia Partnership-Bangladesh (SAP) and SKS Foundation - the project will be implemented in Lalmonirhat and Gaibandha districts. Position Title, Location & Contract Duration Finance and Administrative Officer (01 position, CARE Rangpur Field Office) The duration of the proposed contract is up to December 2012. Job Summary Finance and Administrative Officer is overall responsible for day-to-day finance, administration, logistics and event management support to the Project in all aspect of administration, finance, logistics, procurement, communication, budget, according to the program plan and track budget expenditure and prepare different financial reports for project reporting. S/he will keep the record of the updated fund status and will provide analytical report to the management on the fund utilization in time. S/he will process different payments. S/he will associate with budget monitoring process.  Also need to provide support to internal and external auditor as per program need. The job holder is required to liaison with the mission’s finance, budget section and other organizations as per program need. This position requires the intimate knowledge of CARE’s financial/procurement and administrative policies as well as the EC operation procedures. S/he will be responsible to liaison with the procurement department/ and dealing with transport service department, general service section, human resource department as well as other departments of CARE Bangladesh. The incumbent will assist the program in procurement of materials/equipment, maintaining records and register monitoring expenses and provide feedback for improvement of the system. S/he will also be responsible for preparation of AIP1.1/1.3 and tracking of procurement. S/He certifies the payments of all the bills/invoices, consultant’s fees, overseas & local TERs, MERs, PERs advances etc. that are submitted to Accounts section. S/He makes regular correspondence with Finance and other projects/departments.  The incumbent will ensure to provide administrative/logistic/finance support in staff and beneficiaries as and when required as per mission policy and procedure. RESPONSIBILITIES AND TASKS: RESPONSIBILITIES TASKS 1. Oversee Administrative and Logistic Support Activities Ensure administrative support for EC-NSA staff in implementing project and conducting other activities Ensure logistic supports like arrangement of tickets, passport, visa, hotel, food for staffs and visitors, venue/accommodation booking for meeting, workshop, training etc. Ensure that the financial, administrative, project and other appropriate mission manuals are regularly updated and inform the TL/TC/other relevant staff about the changes Ensure proper maintenance of EC-NSA HR files Ensure a proper and effective filing system in EC-NSA Check and forward TERs, MERs, PERs and other advances on a regular basis 2. Prepare and monitor EC-NSA budget To prepare EC-NSA project budget, Monitoring, controlling the financial budget (CARE,PNGOs and DONOR budget for revision) To prepare Unit's AIP 1.3 and cash budget for each year and submit them to the budget section. Assist TL to prepare Project Activity Plan Submit monthly fund request to support section Ensure accurate charging of Unit's expenses Collect and segregate component-wise expenses of SCALA report Read and keep updated files on all CU budgetary guidelines and documents. 3. Managing EC-NSA sub-grants To prepare DoA for PNGO, and other community led initiatives in CARE’s prescribed format. Disbursing and managing PNGO funds in a timely manner  and adjustment as per DOA Time to time visit to PNGO for expenses review, CRC and other community led initiatives for ensuring CARE Bangladesh's standard financial procedures Keep all documents related to sub grants for future reference Assist PNGO accountant to prepare and monitor the annual/quarterly budget 4. Financial Reporting To prepared Monthly Budget Expenses Summary (BES) Prepared Quarterly/Half Yearly and Annually DONOR report Controlling, monitoring and reporting of the field office financial and administrative operations and Others financial reporting as per project requirement 5. Ensure efficient and effective resource management Ensure that the project resources are used and maintained properly Ensure that the recording of all project materials is properly done Ensure that all project inventories and filing systems are well organized Prepare and update the FF&E reports and files. Conduct the physical inventory for project materials and resources in the EC-NSA Cluster Office Ensure timely maintenance work of EC-NSA Vehicles & MC’s Ensure Generator/Photocopy/Computer servicing/repairing 6. Oversee Project Procurement Activities Make Petty/Direct/Other purchase with team Arrange proper filing of procurement and related documents/memo Provide guidance and support to EC-NSA project team purchase different project materials and services Oversee the procurement of project equipments that includes: 1. Preparation of the Purchase Request (PR), 2. Subsequent follow up for procurement and 3. Transporting materials to field offices ensuring challans etc. Attend tender meeting, schedule opening etc when delegated by the TL/RM-PS 7. Managing EC-NSA events Act as a logistic and administrative resource person of different development fairs and large mass gatherings Arrange logistics for various capacity building workshops for Natural Leaders and UP representatives Ensure administrative and logistic supports for EC-NSA learning sharing workshops, retreat and community gathering Ensure safety and security of different development fair and large community mass gathering Provide support to arrange community to community cross visits Provide logistic supports to arrange International/Inter District cross visits for UP Bodies and staff: visa processing, ticketing, accommodation and other support to EC-NSA staff, consultants and counterparts Assist to prepare all documents for hiring of consultants. 8. Ensuring communication and liaison with different Stakeholders Maintain good communication & liaison with different service providers like NBI-RDRS, Parjatan Motel’s, Hotels (Rangpur, Sunamgonj, Chittagong & Dhaka), Green Line, Agomoni Enterprize, TR travels and Hanif Enterprise to ensure smooth and effective services as and when necessary Maintain good relation with PNGOs, UP Bodies & Upazilla level Govt. officials Maintain good communication and liaison with Journalists of Local, National Daily’s and Electronic Media Ensure mail distribution to EC-NSA Cluster Office on regular basis Ensure effective communication by email, phone, etc. Maintain good communications and relationships with GSS, HRD & M, TSD, Finance and IT Section. Authority: The Finance and Administrative Officer is supervised by the Team Leader. Contacts and Key relationship: The Finance & Administrative Officer is supervised by the Team Leader and will work closely with the TL, and EC-NSA TCs and liaison office staff based in Dhaka, as necessary. The F&AO is also keeping close coordination with, RM-PS and other key mission staff of Administration, Finance, Budget and HRD&M.   Working Conditions: Based in CARE-Bangladesh Rangpur Field office with approximately 25% - 30% time travel in field visit for partners expenses review and check as per donor rules, law and regulation. Required Qualifications and Competencies Masters in Commerce, preferably in Finance /Accounting. 3 years professional experience in financial operation. Good managerial and leadership skills. Ability to work in a team, participatory planning, good interpersonal skill. Good organizing and problem solving abilities, coaching and mentoring. Strong communication and reporting skills. Computer software skills. Skills in SCALA software program will be considered as an additional computer competency.  Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long term development work to significantly improve the lives of the most vulnerable and marginalized. Candidates must be capable of displaying great learning agility, support and encouragement of knowledge sharing across projects, to the ultimate benefit of all of CARE’s mission wide initiatives.   This is an interesting time in the development of CARE as an organization which is shifting towards a program approach where it has developed longer-term impact visions to have MORE sustainable changes in the lives of the extreme poor and marginalized. CARE is looking for a Finance and Administrative Officer who will play a key role in the leadership of the SHOUHARDO II Program whilst at the same time building a learning culture that promotes knowledge sharing across CARE and excellence.  Compensation Monthly gross salary is Taka 31,000 plus other admissible benefits as are per policy. Salary is negotiable for highly deserving candidates. CARE Bangladesh invites applications from qualified individuals. Summary job descriptions and the application format can be found on the website at: www.carebangladesh.org. Please note that only applications filled in as per CARE format will be considered. Please email the application to hr@bd.care.orgon or before March 21, 2012. For those wanting to send hard copies of the CARE application format please send to: Acting Head of HR, HRD&M, CARE Bangladesh, 20-21, Kawran Bazar, Dhaka 1215. Interested persons may also collect the application form from our Receptions desk (9th floor). Note: * Women are particularly encouraged to apply * Any persuasion will disqualify the candidates * Internal and external applicants shall be treated equally in the entire selection process * Applicants who have relatives in CARE must mention it in the application form * Please write the position name on top of the envelope.