Finance & Admin Officer, AHEAD Bangladesh

Position Summary

The Finance & Admin Officer will manage the awareness and training project’s financial and administrative functions, ensuring compliance with budget guidelines, donor requirements, and project documents. Reporting to the Project Manager, this role involves handling financial tracking, reporting, procurement, and logistics support. The Finance & Admin Officer will work with a diverse team to maintain accurate records and assist in organizing project activities, ensuring the smooth operational flow of the project. The role is critical in managing resources effectively, especially for field-level activities.

Job Responsibilities

Financial Management & Budget Compliance:

• Manage project budgets to ensure all expenses are tracked accurately and comply with project guidelines and donor requirements.
• Monitor financial transactions to ensure compliance with approved budgets and donor regulations.
• Prepare monthly, quarterly, and annual financial reports for internal review and donor submission, ensuring transparency and accuracy.
• Work closely with the finance department to manage cash flow and ensure timely disbursement of funds for project activities.

Procurement & Logistics:

• Oversee procurement activities, ensuring all purchases and services are aligned with project objectives and donor policies.
• Coordinate procurement processes, including sourcing vendors, obtaining quotes, and securing the best value for money.
• Manage logistics for project-related events, including organizing venues, travel arrangements, and resources for training sessions, workshops, and community outreach activities.

Administrative & HR Support:

• Handle HR-related tasks, including onboarding new staff and ensuring compliance with organizational policies and project needs.
• Maintain accurate project records, including financial documentation, procurement transactions, and personnel files.
• Assist in organizing project events, ensuring smooth operational flow and adherence to the project plan and timelines.

Compliance & Audit:

• Ensure compliance with donor regulations, financial reporting requirements, and audit processes.
• Work with internal and external auditors to ensure project financials are audit-ready and meet donor guidelines.
• Implement corrective actions as needed based on audit feedback to maintain financial transparency.

Coordination & Support:

• Coordinate with the Project Manager and senior management to ensure the efficient use of resources and timely execution of project activities.
  Provide support to the project team on financial procedures, procurement processes, and logistics.
• Liaise with other departments to ensure financial and administrative tasks are aligned with project goals and timelines.

Safeguarding:

• Uphold and promote the organization’s safeguarding policies to ensure the safety, dignity, and well-being of all children, young people, and vulnerable adults engaged in our activities.
• Immediately report any concerns, suspicions, or incidents of safeguarding breaches in line with the organization’s reporting procedures.
• Maintain professional boundaries and conduct that fosters a safe and respectful environment for all beneficiaries, colleagues, and stakeholders.

Qualification

Education:

• Bachelor’s or Master’s degree in Finance, Accounting, Business Administration, or related fields.

Experience: 

• At least 3-5 years of experience in financial management, procurement, and administration in the NGO sector.
• Prior experience in managing EU-funded projects.

Skills and other competencies:

• Strong financial acumen and knowledge of accounting principles.
• Proficiency in financial software (e.g., Google Sheets, MS Excel).
• Excellent organisational and multitasking abilities.
• Knowledge of donor compliance and reporting standards.
• Strong communication skills, both verbal and written.

Recruitment for this position will be conducted on a rolling basis. Interested candidates are encouraged to submit their applications at the earliest opportunity to enhance their chances of securing the role.