The Finance and Administration Specialist (F&A) will oversee operations for all activities of respective project of Light House. This includes oversight of procurement, logistics, human resources, accounting and finance, and records. The Specialist shall play major role for managing the project budget and preparing financial reports for submission to donor. He/she will ensure funds expended are compliant with donor and Light House regulations and policies. Besides he/she will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award.

Position: Finance and Admin Specialist

No. of Vacancies: 02

Job Responsibilities:

  • Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with donor and Light House rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
  • Preparation of cost sharing and trust fund agreements, follow up on contributions within the office resource mobilization efforts.
  • Ensures administration of finance focusing on achievement of the following results:
  • Preparation and modifications of budgets for donor supported project.
  • Prepare and/or check the financial reports for Light House HQ and donor
  • Submission of financial reports to donors on a timely and quality basis.
  • Proper control of the supporting documents for payments and financial reports.
  • Ensuring that advance payments and direct payments are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the online system on a timely basis.
  • Timely response to HQ requests to resolve financial data issues.
  • Timely accounts closure.
  • Certification of reimbursement of expense claims.
  • Supervision of any assistant to be assigned.
  • Alternate to Finance Assistant for:
  • Preparation of all types of vouchers.
  • Pay Cycle and payment execution.
  • Maintenance of internal expenditure control system which ensures that vouchers are processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims and other entitlements are duly processed.
  • Corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • VAT reimbursements.
  • Maintenance of Account Receivables.
  • Management of cash receipts.
  • Maintenance of the proper filing system for finance records and documents.
  • Ensures proper cash management functioning focusing on achievement of the following results:
  • Timely review of cash position to ensure sufficient funds on hand for disbursements.
  • Timely identification and recording of receipts for income application.
  • Daily review of zero-balance account bank statements;
  • Timely preparation of monthly cash-flow forecast for use by Team Leader.
  • Liaison with donor to obtain estimate of their cash requirement.
  • Initiation of bank transfers
  • Primary contact with local bank management on routine operational matters
  • Ensuring timely and accurate bank reconciliation, including documented review of exceptions.
  • Alternate to Finance Assistant for:
  • Preparation of bank reconciliations.
  • Provides administrative support focusing on achievement of the following results
  • Verify calculations of phone use for unofficial purposes.
  • Assist in facilitating project assets and inventory and records keeping.
  • Support to human resources management, focusing on achievement of the following results:
  • Co-ordination with Light House HQ for human resources management.
  • Support the recruitment processes of the project personnel in accordance with Light House rules and regulations, appropriate use of different contractual modalities, contracts management.
  • Preparation of required documents to initiate recruitments, processing of the competitive selection processes and administration of Service Contracts as per Light House rules.
  • Monitoring of attendance and leave of the project personnel.
  • Support travel arrangements, focusing on achievement of the following results:
  • Prepare travel and logistical arrangements for the staff and consultants; arrange itineraries, accommodation, prepare appropriate requisitions.
  • Certification of travel claims.
  • Supporting Light House Project Team Leader for the facilitation of knowledge building and sharing in the office, focusing on achievement of the following results:
  • Organization of trainings for the operations/ projects staff on Finance.
  • Synthesis of lessons learnt and best practices in Finance.
  • Sound contributions to knowledge networks and communities of practice.

Educational Requirements: Master of Commerce (MCom).

Experience Requirements:

  • 5 to 7 year(s).
    The applicants should have experience in the following area(s): Accounts and Finance

Additional Job Requirements

  • Age at most 45 years
  • Education: Advanced University degree in Commerce (Accounting/Management) with at least 5-7 years Finance & Administration management experience in development field particularly SRH including HIV/AIDS/STI prevention program is highly desirable.
  • Prior Work Experience: Minimum 5-7 years of progressively responsible job-related professional-level experience in finance and administration management. Practical experience of working with CSOs, government and development partners at local, national or regional level.
  • Post Entry Training: Familiarization training in Light House including donor supported F & A Specific procedures, reporting requirements, and systems, and orientation working from a donor agency and Light House perspective, will be provided. Training to maintain professional capability in the field as appropriate; and, courses, seminars, conferences, and other activities in fields related to the function and needed to maintain and update professional qualifications as they become available, subject to availability of funds.
  • Language Proficiency: Must be able to communicate effectively in both written and spoken English at a professional level. Excellent written and oral communication skills with a fluent writing style and good knowledge and practical use of both English and Bangla.
  • Job Knowledge: The Specialist must have a good knowledge in the arena of finance, administration HR and procurement. In addition, the quick learning ability and proactiveness are desired for this position. The Specialist must have knowledge and understanding of the organization and roles of the different levels in order to maintain effective communication and coordination.
  • Skills and Abilities: The Specialist should have demonstrated the ability to assume management and leadership roles. The Specialist must be resourceful, have good judgment, and have the ability to work diplomatically with persons from many backgrounds. The work requires a user-level ability to work with computers and common software programs. Ability to work under pressure, to prioritize work, and to meet tight deadlines is required. Must be able to communicate clearly with a wide range of partners.
  • Supervision Received: The incumbent will work under the general supervision of the Director - Finance, Administration and HR, Light House. Daily supervision is minimal and routine work should be performed independently with little instruction. Employee should be able to identify and solve problems as they arise. The supervisor makes assignments in terms of overall objectives and resources available.
  • Available Guidelines: Agency correspondence, manuals/SoPs, annual plans, Light House policy policies/guidelines and supervisor's instructions. Guidelines are often general in nature and not specific to the situation at hand, requiring considerable interpretation.
  • Authority to Make Commitments: Within the scope of the assignment, the Specialist advises project office and project personnel on courses of action to resolve implementation deficiencies.
  • Nature, Level, and Purpose of Contacts: Contacts are maintained in person, by phone, and by written communication with consortium staffs. Contacts will include routine administrative functions, as well as important issues regarding activity implementation, and the negotiation of corrective measures if needed.
  • Job Location : Cox's Bazar, Dhaka

Salary 58080-72984, T/A, Mobile bill
As per project budget allocation and Light House policy.

Job Level: Mid  Level Job

Interested candidates are encouraged to apply with a complete CV along with Job application, mentioning two references, one recent passport size photograph and photocopy of National ID card, copies of all academic and experience certificates to "The Director, Human Resources, Light House, Beena Kanon, House # 03 (Level - 4), Road # 17, Banani, Dhaka - 1213. Please mention the name of the position on top of the envelope. Any persuasion will disqualify the candidature. Physically challenged people, Sexual & Ethnic Minority group can also apply. Only short-listed candidates shall be invited for the interview.

Applicant must enclose his/her Photograph with CV.

Application Deadline: December 15,2019