Finance and Admin Manager

Pulse Bangladesh Society; United Kingdom; On-site; GBP 40,000 - 60,000; Full time

Job summary

An international NGO based in the UK is seeking a Finance and Admin Manager to oversee financial activities of projects, ensuring compliance and efficient budget management. The ideal candidate will possess extensive experience in financial reporting, budgeting, and risk management and be responsible for building staff capacity in financial procedures. This position requires a strong analytical mindset and proficiency in financial software.

Qualifications

• At least 5 years of experience in financial management.
• Strong understanding of budgeting and forecasting processes.
• Experience ensuring compliance with donor requirements.

Responsibilities

• Maintain accurate financial records including cash books and project accounts.
• Prepare and analyze financial reports per donor guidelines.
• Monitor project expenses and ensure alignment with the approved budget.

Skills

Financial management

Budgeting

Compliance knowledge

Analytical skills

Cash flow management

Education

Bachelor's degree in Finance or related field

Tools

MS Excel

Financial software

Job description

Overview

Job Summary: The Finance and Admin Manager (FAM) is responsible for overall management of financial activities of the project to achieve its goals. The FAM ensures donor and Pulse BD compliance, prepares the budget according to the project plan, tracks budget expenditure, and prepares financial reports. The FAM maintains expenditure records, updates fund status, and provides analytical reports and forecasts to project management on fund utilization. The incumbent will process various payments, support project staff in activity-wise budget breakdowns, and ensure appropriate fund allocation as per approved PR. S/he will build the project staff’s understanding of the financial system in use, participate in the budget monitoring process, and assist internal and external auditors as needed. The Project Finance & Admin Manager reports to the Project Coordinator and maintains relationships with managers of other project units, vendors, suppliers, service providers, and stakeholders.

Responsibilities

• Financial Activity and Reporting
  • Maintain accurate financial records including cash books, ledgers, transaction lists, and project accounts.
  • Allocate staff costs based on timesheets and program cost-sharing percentages.
  • Review payment documents for completeness and accuracy.
  • Review Purchase Orders and Requests for budget adequacy and coding.
  • Monitor project expenses and ensure alignment with the approved budget.
  • Prepare and analyze financial reports per donor and NGOAB guidelines, including balance sheets, income statements, and cash flow statements.
  • Prepare financial statements and provide regular updates to project managers and senior management.
  • Assist the Project Coordinator in donor report preparation and responding to audit requests.
  • Prepare monthly expenditure reports and balance sheet with bank reconciliation.
• Budgeting and Forecasting
  • Assist in the preparation of project budgets aligned with project goals and objectives.
  • Collaborate with project teams to develop financial forecasts and track performance.
  • Identify potential cost overruns and recommend corrective actions.
• Cash Flow & Risk Management
  • Monitor project cash flow and manage fund disbursements.
  • Ensure timely payroll processing and fund allocation.
  • Identify financial risks and implement mitigation strategies to avoid overspending or underutilization.
• Cash Operations & Bank Management
  • Process cash withdrawals and disbursements through register.
  • Ensure timely bank payments and liaise with bank officials to ensure uninterrupted services.
  • Prepare monthly bank reconciliation statements and review bank statements.
  • Ensure internal control procedures for all cash and bank disbursements, receipts, and transfers.
• Compliance & Audit
  • Ensure compliance with donor requirements and internal financial controls.
  • Ensure compliance with Pulse BD, as well as government financial regulations.
  • Prepare financial documentation for audits and assist in audit processes.
  • Review and approve project expenditures, ensuring adherence to internal controls and procurement regulations.
• Staff Capacity Building
  • Organize staff training to provide guidance to project teams on financial procedures.
  • Foster a learning environment and ensure that all team members understand financial policies and systems.
• Payroll and Taxes
  • Review national staff payroll for accuracy and compliance.
  • Ensure that payroll records adhere to financial controls and that payments are legitimate.
• Supply Chain Responsibility
  • Collaborate with the procurement committee to ensure financial transactions align with procurement and inventory processes.
  • Review Purchase Requests (PRs) to ensure proper coding, budget adequacy, and donor compliance.
  • Ensure procurement follows approved PR and specifications; support procurement to adhere to Pulse BD and donor guidelines, including tracking financial aspects of procurement plans.
  • Liaise with Program and Administration departments to ensure coordination in the procurement of goods and services.
• Safety, Safeguarding and PSEA: Ensure the safety of team members and promote safeguarding standards in all actions to prevent harm, abuse, neglect, harassment, and exploitation.

Authority

Reports to the Project Coordinator and directly supervises the Assistant Admin and Account Officers. Responsible and accountable for all financial management of the project as per the JD and LOC (Letter of Job Contract).

Working Condition

Based at the Pulse BD Head Office with at least 2 days of desk work at the project office in Ukhiya and regular visits to remote fields.