Assistant Officer-Accounts and Admin

Requirements

Additional Requirements

• Age at most 45 years

• Work experience in Cox’s Bazar with a Child Rights organization will give priority in the selection process.
• Able to work under pressure and willing to travel frequently to all unions of Teknaf Upazilla of Cox’s Bazar district.
• Experience in Accounts keeping and Administration, Skilled in financial analysis Good writing and speaking skills in English and Bangla.
• Must be proficient in computer operation, particularly in MS Excel, MS Access, MS Word and MS PowerPoint.
• Experience in driving a Motorcycle and having a valid motorcycle driving license will be considered as a special qualification.

Responsibilities & Context

Breaking the Silence is a non-profit, voluntary organization registered with the Department of Social Services (Registration No. 05037, Date: 17 September 2000) and NGOAB (Registration No. 1642, Date: 20 May 2001). The organization works to establish child rights, prevent child abuse and child sexual abuse, prevent child marriage, accelerate child-friendly good governance, improve the quality of education at the primary and pre-primary level, and prevent violence against women, empowering children and women. The organization is implementing a project named ‘Protecting Children in War and Conflict’ Teknaf Upazilla under Cox’s Bazar district. The project will be implemented with the support of ‘Save the Children in Bangladesh’ and financed by ‘Telethon’. BTS is going to recruit an ‘Assistant Officer-Accounts and Admin’ for the mentioned project and the position’s desk office at Cox’s Bazar.

Project Name: Protecting Children in War and Conflict

3 (Three) months probation period. After successful completion of the probation period, based on the performance of the staff and recommendation from the supervisor, the post may be continued till the project’s lifetime.

Responsibilities:

Books of Accounts & Reporting:

• Check and ensure all bill vouchers and finance documentation are made available on demand.
• Maintain up-to-date books of account, and data entry and preserved all kinds of subsidiary registers.
• Ensure all receipts and follow-up of settlements of advances and evidence.
• Ensure all payments are charged into the approved budget line.
• Ensure fund requests, financial reports, and relevant documents are prepared in time.
• Maintain all kinds of banking transactions and associated tasks including bank reconciliation.
• Handling petty cash, and filing of all vouchers.

Prepare Periodic Report and Budget Follow-up:

• Prepare periodic (Monthly/Quarterly) budget variance analysis reports.
• Prepare and revise the annual budget as needed.
• Ensured the expenditures were incurred and booked in the account’s respective budget lines, followed up and reported to the Project Manager.
• Review the budget variance (under/Overspent) in the Budget line item.

Administrative:

• Introduce/execute/support the organization’s administrative rules & procedures.
• Preserve and update of personnel files and related documents.
• Ensure logistics and materials as per program/admin requirements.
• Ensure mechanisms and direct support to staff for workable office environments.
• Review the expenditure of project office operation.

Program support and Documentation:

• Conduct field visits to examine the financial documents verification, and provide feedback and support to financial dealings at major events.
• Ensure delivery of classified financial data to a program and Line Manager.
• Follow up on day-to-day expenses/financial operations and advice to improve the lack of an internal control system.
• Preserve and maintain filing of all important financial documents, legal documents, staff financial contracts, MOU, third party contracts, financial information served to GO body, donor agreements, approved plan & budget, project proposals, bank information and audit reports.

• Maintain liaison with head office administration, finance and human resource departments.

Compliance:

• Ensure scrutiny of budget requests/bills/payment requests budget availability.
• Ensure that all policies and procedures comply with donor and funding source policies, procedures, agreement clauses, along with the organization’s financial policies.
• Contribute opinion in improving internal control systems, financial discipline, transparency and accountability.
• Maintain current knowledge of government requirements and ensure compliance with tax regulations and other legal regulations.
• Review financial monitoring reports and follow-on compliance.

Fixed Asset Management:

• Ensure inventory and identification of fixed assets at the office and expatriate location maintaining liaison with the relevant department of head office.
• Reviews periodically inventory/stock management.

Assistance to Internal Financial Monitoring Team and Auditors:

• Ensure all financial documentations are made available on demand of the organizational financial monitoring team and external auditors.
• Respond to audit queries and observations in consultation with the Finance head of the organization.
• Support to organization in executing and following up on audit recommendations.

Requirement of Donor:

• Prepare the financial reports/statements maintain the reporting schedule and provide another need-based financial statement as per the requirement of the donor through consultation with the organization’s Finance Head.
• Ensure the reimbursements are adjusted with the proper account.
• Coordinating with donor officials relating to financial matters

Facilitate Tax & VAT deduction process:

• Ensure timely and proper deduction of vendor tax, VAT and personal tax, and deposit of taxes timely and preserve all relevant documents.
• Information update on tax and VAT deduction process.

Others:

• Attend different project meetings and finance-related meetings of donors.
• Attend capacity-building training, orientation and events.
• Specific tasks assigned by the organization’s Finance Manager.
• Coordinate and cooperate with project staff and finance department for smooth project financial operation.
• Any other assignments of organization management.

Skills & Expertise