Assistant Officer (Finance and Administration)

International Federation of Red Cross and Red Crescent Societies.; United Kingdom; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global humanitarian organization based in the United Kingdom is seeking an Assistant Officer (Finance and Administration) to support effective administration and finance operations. This role involves managing office procedures, coordinating travel, and maintaining financial records to ensure smooth operations for humanitarian missions. Ideal candidates should possess a Bachelor's degree in Finance or Business Administration, with relevant experience in finance management and administrative tasks. Strong communication and organizational skills are essential for success in this fast-paced environment.

Qualifications

• Experience in finance and administration within NGOs is preferred.
• Strong understanding of financial policies and procurement processes.
• Ability to communicate effectively in English.

Responsibilities

• Ensure effective administration of IFRC operations in Bangladesh.
• Manage petty cash and financial records effectively.
• Coordinate travel and accommodation arrangements for staff.

Skills

Administrative skills

Finance management

Communication

Inventory management

IT skills

Education

Bachelor's degree in Finance, Business Administration, or related field

Tools

ERP systems

Microsoft Office Suite

Job description

Duration of the contract : 30 September 2026, next extension depends on satisfactory performance and funding availability.

Reporting to : Administrative & Finance Manager, IFRC PMO, Cox's Bazar

This position will be based in Cox's Bazar to ensure effective and efficient administration of the IFRC Bangladesh Population Movement Operation Office through standard administrative procedures.

Job Purpose

The Assistant Officer (Finance and Administration) under the immediate supervision of the Admin & Finance Manager is responsible for ensuring effective and efficient Finance and Administration task of the IFRC Bangladesh Population Movement Operation Office through standard procedures.

Job Duties and Responsibilities

Administration

• In coordination with Supervisor in PMO Office prepare a welcome package for each arriving delegate/Visitors/Consultants including information about the Bangladesh operations as well as general information on Bangladesh.
• Reservation of all types of travel tickets including flight tickets, accommodation for national and international professionals including PNSs as per the protocol/security measures imposed by the IFRC security team.
• Ensure necessary arrangement of service apartment for the long-term delegates (including PNSs) as per IFRC PMO Housing Policy and procedure.
• Negotiate rentals of housing accommodation, office building and others as applicable; prepare lease contracts/agreement and keep tracking of expiration dates. Ensure renewal of lease contracts before it expires.
• Develop and maintain a tracking system for the hotel and flight booking and ensure all the payment has been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers.
• Manage office inventory system and organize fixed assets tagging for the office equipment and furniture. Conduct physical verification as per IFRC inventory policy and disposal process of assets and equipment consultation with supervisor.
• Serve as a point of contract for staff and visitors who need information or support from PMO office and direct them to the relevant expert and communication channel as needed.
• Work closely with IT unit for technical advice and recommendation from IT equipment.
• Maintain good communication with the National society, PNSs to establish better coordination.
• Ensure that the office supplies and equipment`s are stocked and properly maintained; check utility bills, follow up on travel /stationary requisition for staff/delegate.
• Ensure hygiene practices at the office in line with office protocols and monitor cleanliness of office premises.
• Facilitate all types of reservation associating training, meeting, orientation, workshop, seminar including other affordable facilities as per the approved requisition and align with approved budget.
• Process small scale purchases for training, visibility items, IT accessories, maintenance materials, office supplies etc as per IFRC procurement manual and maintain inventory records as well as movements of materials (stock in/out records).
• Oversee travel and accommodation arrangement for regional office visitors, in liaison with travel agent.

Finance

• Check all supporting documents to ensure relevancy and reliability of information provided.
• Assist in maintaining petty cash records and reconciliations.
• Process payments to staff (e.g., advances, reimbursements).
• Verify vouchers/invoices and ensure they comply with IFRC financial policies.
• Ensure proper handling and disbursement of petty cash.
• Ensure the VAT & Tax deduction and pay to Government treasury on time and prepare Mushhak-6.6 as and when required.
• Scan financial documents and assist for ERP posting/entry.
• Maintain smooth communication with relevant staff regarding advance issue/settlement, cheque issue/collection and payment status.

Others

• Participate in training as assigned by supervisor.
• Advice Finance and Admin Manager in Administrative issues and planning.
• In coordination with supervisor to initiate and complete any staff / Temporary staff request process.
• Responsible for the contract process for agreements with consultants, National societies, service provider and other external partners.
• Establish the Reporting system in monthly basis.
• Any other tasks assigned by the supervisor/line manager.