Position Description - Finance and Administrative Manager
Bangladesh: Livestock Production for Improved Nutrition (LPIN)
June 15, 2015 – June 14, 2020
Finance and Administration Manager (Khulna Based)
For over 50 years and in 145 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that delivers technical and management assistance in agribusiness systems, financial services, enterprise development and community development in order to promote broad-based economic growth. Project Information:
ACDI/VOCA, a leading international development organization, based in Washington, D.C., is currently implementing a $6 million, five-year program entitled “ Feed the Future Bangladesh Livestock Production for Improved Nutrition Project (LPIN)” funded by the United States Agency for International Development (USAID). Through the Livestock Production for Improved Nutrition (LPIN) project, USAID/Bangladesh seeks to impact rural household nutrition by improving the utilization of livestock products, and Food Security.
LPIN aims to increase livestock productivity through increased access to better livestock management techniques and primary animal health care services, improve access of rural households to hygienic, diverse, and quality food in order to enhance nutrition and health status, especially of women and children. Position Summary:
The Accountant will support the Finance and Administrative Director in financial management and procurement responsibilities. ESSENTIAL DUTIES AND RESPONSIBILITIES: Financial System
Work on Agresso Implementation System
Maintain up-to date books of accounts for the project including subsidiary and general ledger accounts.
Maintain a complete set of budgetary control and general accounts.
Establish proper accounting and internal controls.
Establish systems and procedures to accomplish internal auditing tasks and ensure financial files are audit ready.
Ensure all expenses/financial transactions are properly coded according to chart of accounts;
Prepare accounting vouchers and ensure all support documentation is attached.
Verify that every release of funds is authorized and backed up by supporting documents.
Keep track of void checks;
Make per diem payments to trainees, training/workshop participants and facilitators.
Facilitate all financial matters of projects in the region.
Record all vouchers in the monthly vouchers’ register. Record journal entries in the QuickBooks accounting system.
Handle all vendors and suppliers accounts, including invoices, general ledger maintenance, journal entries and account reconciliation.
Ensure correct and timely payments to vendors, landlords and service providers.
Deposit all funds (both cash & checks) into the appropriate bank accounts
Maintain the Disbursement/Payment Vouchers and writes checks to vendors/suppliers
Ensure all payments are allowable, allocable and in compliance with USG, local government, donor and ACDI/VOCA regulations;
Manage payments to suppliers in a correct and timely manner;
Verify invoices and prepares payment vouchers
Process fund requests and internally control fund use and amounts paid using appropriate checks and controls
Process and prepare employees’ travel advances and ensure that advances are liquidated
Prepare and submits complete, accurate and timely financial reports. Prepare other financial information and sections for the Quarterly and Annual reports as required.
Collaborate with field and HQ personnel to complete all financial reporting to donors. May provide basic analysis.
Prepare general ledgers, accounts statements, trial balances.
Prepare the monthly financial reports including the following reports:
Petty cash and bank transactions reports.
Monthly bank reconciliation for all Program accounts.
Monthly detail reports and financial summary report.
Monthly budget tracking sheets.
Ensure that the monthly financial reports are in compliance with accounting standards and ACDI/VOCA requirements.
Prepare monthly expense reports with reference to particular expense titles and activities for which those expenses were incurred;
Complete monthly field financial reports to ACDI/VOCA and USAID
Assist in preparing financial budgets, tracking sheets, summaries and other financial documents related to the Program.
Prepare financial information per the donor’s requirements;
Maintain the financial records of the field office and prepare financial documents for approval
Ensure the program meets its legally required reporting, tax, social security and other financial obligations.
Prepare tax and social security payment transfer.
Follow VAT guidelines and requirements regarding payment of VAT in country. Prepare regular VAT claims for submission to the donor.
Organize and maintain documentation and a good filing and tracking system for VAT claims.
Ensure timely requests for VAT exemption and identify ways to ensure efficient processing of LPOs; track and minimize the amount of VAT paid by project activities.
Prepare statutory monthly and annual tax return reports for local tax authorities.
Keep track of bank balances and reconciliations; ensure sufficient funds prior to issuing checks.
Relay available balance to management as required.
Perform general banking duties including account relations with the project bank, correspondence, deposits, transfers, cashing checks and payroll transfers.
Book all money received promptly.
Collect, check, and reconcile bank statements; track account balances.
Maintain bank accounts and withdraws funds for the office needs;
Analyze and control daily costs and cash flow;
Carry out daily reconciliations of cash and monthly reconciliations of bank account.
Collaborate with external auditors to facilitate planned financial audits. Respond promptly to audit requests by HQ.
Provide guidance on compliance with donor regulations governing the award and ensures effective oversight and financial monitoring of activities
Coordinate with the Awards and Compliance department to ensure compliance
Identify issues and risks related to program implementation in a timely manner and suggest appropriate program adjustments
Perform quarterly re-forecasts of budgets based on actual expenditures to date and program priorities
Conduct verification of expenditures in accordance with work plans
Facilitate proper record keeping and documentation of fixed assets, and distribution of procured items.
Ensure that all accounting documents such as check booklets, requisition, official receipts, stamps, local purchase order are under his/her charge
Keep confidential all financial and sensitive information pertaining to the Program and ACDI/VOCA.
Ensure effective filing of accounting documents to facilitate easy access and retrieval.
Create and maintain an audit ready, well-organized filing system for financial reports and accounting documents.
Maintain a complete copy of the monthly expense report in project office in a safe place.
Maintain accurate financial records in the manual accounting ledgers and in the electronic accounting system.
Enter monthly financial data in the designated software.
Coordinate financial operations with accountants from other ACDI/VOCA projects in country.
Ensure the submission and processing of finance-related implementation documentation. Advise appropriate personnel of limitations or obstacles affecting program implementation.
Acts as single point of contact for financial information for the program.
Participate in regular Finance staff meetings and other Finance conferences, workshops and meetings as assigned.
Travel to participate in audits and budget modifications as required.
Advanced degree in accounting or other related field
Degree in accounting from an accredited institution.
ACCA, ICSA, CIMA, CPA or other recognized professional qualification
Minimum three (3) years using Accounting Software or ERP system (Agresso, SAP, others)
Minimum three (3) years of experience in Accounting
Experience in an international non-governmental organization is preferred.
Experience with donor project procedures, policies and compliance requirements
Previous experience with similar projects, sector development and commercial entities.
Experience in contracting and supervising financial audits and following up on audit recommendations.
APPLICATIONS: To be considered for this recruitment, please submit a resume in English to: email@example.com 10 July, 2015. Please write the position for which you are applying in the email subject line. Resumes should list long-term employment history and any relevant short-term consulting work. No phone calls please. Only finalists contacted. Women and minorities encouraged to apply.