Assistant Finance and Admin Officer-NABAPALLAB Project

Cordaid; United Kingdom; On-site; GBP 25,000 - 30,000; Full time

Job summary

A humanitarian organization in the United Kingdom seeks an Office Support role to manage procurement tasks, assist with office administration, and ensure integrity and compliance within operations. Candidates should have strong skills in managing financial transactions and coordinating supplies and logistics. Knowledge of VAT and tax policies is beneficial.

Qualifications

• Strong understanding and experience in administrative support tasks.
• Ability to manage finances, including petty cash and payments.
• Familiarity with office asset maintenance and recording.

Responsibilities

• Update procurement trackers as per plans.
• Ensure proper storage and management of goods.
• Assist in various finance and admin tasks.

Skills

Knowledge on Bangla typing

Knowledge on English typing

Understanding of VAT and Tax policies

Integrity and adherence to standards

Team coordination

Job description

General Office Support, Store and Procurement Support

• Update procurement tracker as per procurement plan.
• Procurement related general work on regular basis. Provide support to procurement Unit for Input and other purchase for beneficiaries.
• Goods received from vendor by proper challan and properly stored in NABAPALLAB warehouse and ensuring the GRN. Maintain godown materials in FIFO method and monitoring it time to time.
• Goods/stationery/supplies issued to staff/Volunteer/consortium partners and other participants through proper requisition.
• Keep up to date project and office stock register on a regular basis.
• Ensure Office Attendance and Movement register for staff with regular checking.
• Proper maintenance of office assets (Generator, Photocopier, Motorcycle, Internet and IPS etc.)
• Coordinate and support the consortium partner's staff requirements.
• Assist Finance and Admin Officer to Prepare/Review/Renew Various Agreement i.e. Vendor agreement (Vehicle, Training center, Vendor enlistment work), Office Rent/Godown/ Maintenance agreements.
• Preparation of yearly/need based Asset and Inventory Report.
• Regular payment and office support related work:
• Process payment request by checking supporting, taken approval. Manage Petty Cash. Make entries in Cash/Bank book and keep updated.
• Support program staff for taking advance with accurate budget code. Adjustment of Advance with Checking proper supporting documents.
• Maintain Advance payment and timely adjustment. Keep update of advance tracking sheet.
• Calculation of VAT and Tax and ensure timely deposit through a Challan.
• Update VAT and Tax register.
• Assist Finance and Admin Officer to Make all transaction entry in AX/ERP and various reconciliation.
• Staff & Volunteer joining and separation related work (receive joining letter, give primary orientation, open personal file, initiate for Id/business card, taken Charge handover).
• Provide various formats for regular work (Attendance, movement, local conveyance, travel, Leave etc.)
• Arrange need based training meeting and ensure logistic support. Ensure venue and accommodation with work order for residential Training.
• Check Motorcycle Fuel & Maintenance bill, local travel and per diem bill and make payment request for all field-based staff/volunteer every month.
• Collect Staff Time sheet and preserve in file.
• Assist Finance and Admin Officer to Prepare monthly salary of all CS and staff.
• Assist Finance and Admin Officer to Process/renew various Vendor/Program related Contract/agreement.
• Assist Finance and Admin Officer for local Recruitment related work for Volunteer/CM/Cleaner/Night guard (CV Collection and preserve-Interview-documentation-world check after final scoring-preparation of contract letter-offering-Joining-contract extension related supporting work for volunteer).
• Assist Finance and Admin Officer to Provide support external Audit team and CARE finance visit with update documents.
• Assist Finance and Admin Officer for Project Staff Salary tax calculation and preparation of Salary certificate.
• Assist Finance and Admin Officer on Preparation/Revision of FD-6 (in Bangla) for the project yearly/when required and NGOAB related other work.
• Assist Finance and Admin Officer on Preparation of upazila wise budget and expenditure report and submit to UNO Office with UNO Certificate format.

Integrity, Diversity, Inclusion and cross cutting issue

• Showcases integrity standards as outlined in Cordaid's integrity policies and Standard Operating Procedures.
• Actively contributes to a safe environment within their scope of influence by encouraging dialogue, trust, and understanding and adherence to Cordaid's integrity standards and procedures.
• Ensure gender equity and social inclusion are integrated into all aspects of Cordaid Vision.

Other Work, Project Asset and Office Security

• Knowledge on Bangla (Bijoy keyboard) and English typing.
• Knowledge on Govt VAT and Tax policies.
• Keep monitoring of Office assets in office rooms and garage.
• Keep tracking staff leave up to date.
• Keep staff personal file up to date.
• Keep letter outgoing register up to date with memorandum.
• Need based Travel (vehicle) and accommodation and other support to the project office and visitors.
• Need based work/assignment of Supervisor/Technical Supervisor.
• Support supervisor in modifications of work plan and implementation modality to achieve the results of the project.
• Support her/his supervisor and Finance & Admin Officer to as per need.