Finance and Administration Coordinator

Jhpiego Bangladesh; United Kingdom; On-site; GBP 30,000 - 50,000; Full time

Job summary

An international non-profit organization in the United Kingdom is seeking a qualified candidate for general financial management, petty cash oversight, and administration. The role involves ensuring compliance with financial and donor standards, managing logistics for project activities, and maintaining organized administrative operations. Ideal candidates should possess excellent organizational skills and experience in financial processes, ensuring transparency and accountability in all operations.

Responsibilities

• Ensure banking formalities are completed and recorded.
• Manage petty cash at the field level.
• Oversee daily administrative operations.
• Plan logistical arrangements for activities.
• Ensure compliance with donor requirements and policies.

Job description

General financial management

• Ensure all banking formalities are properly completed and accurately recorded, including cheque books, bank statements, bank certificates and accounts.
• Ensure all accounting records, such as the cash book, bank accounts, and ledgers are well organized and updated regularly.
• Confirm that all cash and bank transactions are accurately reflected in the financial reports and reconcile them with bank records; prepare Bank Reconciliation Statements as needed.
• Review all cash and fund flows for the field office and prepare optimal fund requests. After obtaining approval, submit the requests to the country office finance team on a regular basis or when necessary.
• Ensure all vouchers are prepared in accordance with Jhpiego standards and submitted for approval.
• Review and verify all accounting records and vouchers along with supporting documents and prepare them for payment after obtaining the required approvals on a regular basis.

Petty cash management

• Manage petty cash at the field level in line with organizational and donor policies, ensuring transparency and completing monthly reconciliations.
• Review all bills and advance payments made from the field office petty cash to ensure they are properly justified.
• Record and update all daily petty cash withdrawals and payments made to staff, vendors, and service providers.
• Review and verify all invoices, bills, and receipts before submitting them for approval and payment.
• Prepare payment vouchers with accurate budget codes and complete supporting documentation.
• Maintain up-to-date registers for petty cash, staff advances, reimbursements, and all financial transactions.
• Support periodic financial reporting and audits by ensuring all documentation is complete, accurate, and properly filed.
• Ensure that all bills are submitted using the prescribed Jhpiego format at the time of payment.

Administration and office management

• Oversee daily administrative operations at the district or facility-based office, ensuring a well‑organized, secure, and fully functional workspace.
• Maintain office supplies, utilities, and communication systems to ensure smooth and uninterrupted operations.
• Manage lease agreements (where applicable), service contracts, and utility payments in coordination with the central Operations and Finance teams.
• Coordinate travel and accommodation arrangements for project staff, consultants, and visitors in collaboration with the country office operations team.
• Maintain organized records of correspondence, administrative documents, signed agreements (MOUs, asset handover forms, meeting minutes), and other essential files.
• Coordinate with vendors to ensure timely delivery of quality goods and services necessary for office operations.
• Serve as the focal point for office premises security, ensuring timely opening and closing of the office and maintaining a safe, efficient working environment.
• Support field office procurement directly or through the Dhaka Office in accordance with Jhpiego policies; when needed, assist in soliciting quotations and organizing Procurement Committee meetings for local‑level decisions.

Logistics management

• Plan and coordinate logistical arrangements for field activities, meetings, trainings, workshops, and official visits.
• Oversee logistics for official meetings, workshops, and government review sessions at the district and upazila levels.
• Ensure government‑seated staff receive the necessary operational and logistical support in line with project policies.
• Manage and track vendor‑provided vehicle usage for official field missions, including trip authorizations and vehicle logbooks.
• Coordinate with vendors to ensure that vehicles provided are of good quality and in excellent working condition.
• Ensure timely delivery of project supplies, materials, and equipment to health facilities and field sites.
• Oversee efficient management of project assets, including storage, movement, and handover, in coordination with the Operations Manager and government focal points.

Compliance, Coordination and Reporting

• Ensure that all logistics, administrative, and financial operations comply with donor requirements, organizational policies, and internal control standards.
• Maintain and routinely update operational trackers, including vehicle movement logs, asset registers, and administrative checklists.
• Prepare regular reports on logistics and administrative activities for submission to the Operations Manager.
• Facilitate coordination between MCGL and government offices for operational approvals, activity scheduling, and reporting.
• Uphold transparency, accountability, and ethical conduct in all operational processes and transactions.