✫✫ Job @ ACDI/VOCA Finance and Administrative Manager

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Position Description - Finance and Administrative Manager
Job Title
:
Finance and Administrative Manager
Project name
:
Bangladesh: Livestock Production for Improved Nutrition (LPIN)
Award
:
AID-388-A-15-00005
Timeframe
:
June 15, 2015 – June 14, 2020
Job Posting
:
Khulna
Supervisor
:
Chief of Party (Dhaka Based)
Company Information:
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 Finance and Administrative Manager will directly supervise administrative and financial management, procurement, and fleet management. He/She will also establish administrative framework to monitor and assure progress toward the achievement of program objectives, and ensure cost and quality control of all tasks and assignments.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Finance & Accounts Management
  • Conduct initial review of financial vouchers, pass to the Director Finance and Grants for second-level review, to the Sr. Director Operations for approval, and on to the COP for payment.
  • Reconcile advances and follow-up on all outstanding advances more than 30 days old.
  • Prepare monthly advance requests by estimating expected monthly expenditures.
  • Verify accuracy and timeliness of QuickBooks data entry on a daily basis.
  • Process staff payroll by the end of each month, including calculating and deducting for taxes and Provident Fund (PF) contributions, and incorporating merit increase, COLA, leave without pay, etc. as appropriate.
  • Act as the focal point for staff of Finance/Accounts by providing clarification on finance and accounting issues.
  • Maintain close relationship with bank contact for provision of banking services as necessary.
  • Supervise the scanning of monthly financial reports (including all supporting documentation) and verify and ensure that the CDs are sent to ACDI/VOCA headquarters on a monthly basis.
Financial Reports
  • 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;
Budgets
  • Monitor administrative budget and track all expenses and disbursements against the budget. Provide analysis of spending as required.
  • Prepare monthly budget for both project activities and Regional office operations;
  • Participate in the development of the annual budget
  • Monitor the program’s burn rate and expenditures against the work plan. Monitor actual expenditures against budget and funding obligations. Advise supervisor of issues and assists in resolution. Provide timely fund requests.
  • As directed, modify fiscal year internal budgets and external program budgets. Work with all levels of program management to gather information for the preparation of financial plans, budgets, cash flow projections, pipeline analysis, and operating forecasts.
Payroll
  • Review and verify timesheets collected in terms of leave records, updating accrued leave and travel advances.
  • Prepare the payroll payments including calculating, withholding and recording all applicable income taxes and other social payments based on country tax rules and other A/V discretionary benefits.
  • Verify timesheets collected, filled out and checked by human resources/administrative manager in terms of leave records, updating accrued leave and travel advances
  • Prepare mid-month and end of month payroll
Grants and Subs
  • Advise sub-recipients on accounting, and financial payment requirements.
  • Manage and control fund use and amounts paid to sub-recipients, using appropriate checks and controls.
  • Oversee sub-recipient agreement financial compliance, budget tracking and financial projections.
  • Review monthly cash flow, financial status reports and funding needs of sub-grant recipients.
  • Provide instruction on accounting, procurement, documentation requirements.
  • Monitor procurements and disbursements for or by Sub-recipients.
  • Carry out regular analysis and financial tracking of sub-recipient payments.
  • Evaluate and report to Program Manager on disbursements to date against total grant amount.
  • Oversee sub-recipient and sub-grant fund use and procurement according to applicable regulations. Responsible for ensuring sub-recipients follow all required financial accounting and payment procedures.
  • Travel to sub-recipient offices as needed to inspect records, accounting systems and fund use and provide training or direction as needed.
  • Review all sub-recipient financial reports and sub-grant payment invoices.
  • Verify accuracy and correctness of sub-grant invoices/requests. Ensure that invoiced funds are warranted, approved and comply with sub-recipient agreement terms and conditions, A/V Awards and Contracts policies and procedures and donor rules and regulations. Process request based on payment schedule amount for sub-recipient against agreement terms and conditions. Sign request form and prepare fund transfer for approval and signature.
Procurement
  • Before issuing payments, advances or fund transfers, ensure that all necessary certifications have been made and names verified on OFAC websites.
  • Ensure compliance with all government, donor, and company procurement policies and procedures
  • Ensure that fuel is supplied to the office generator and keep generator fuel records.
  • Ensure inventory/stock records are properly maintained
  • Ensure that all invoices from vendors/suppliers are tracked, verified and paid on a timely basis.
  • Prepare monthly material support list by region; provide information to management as required.
Data Analysis, Reporting and Documentation
  • Prepare monthly financial reports (OSCARs) using QuickBooks, then scan and email signed copies to ACDI/VOCA HQ after obtaining necessary approvals from them.
  • Review and analyze financial data from QuickBooks system, perform necessary correction and submit to Director, Finance and Grants for review and onward submission to SDO/CoP for approval.
  • Provide necessary financial data, documents and information to Director Finance and Grants and Senior Management as per need.
  • Review the monthly accruals reports for accuracy.
  • Prepare annual PF balance statement for all staff and Salary Income Certificate for tax payers.
  • Prepare final payment statement for staff upon separation.
Monitoring and Supervision
  • Oversee day-to-day operations of the accounting staff to promote efficient performance.
  • Visit the field on a quarterly basis to conduct spot check monitoring of Khulna-based accounting files/doc and related activities.
  • Conduct regular monitoring of expenditures against advance requests.
  • Track cash position in bank accounts on a regular basis and share with DF&G.
  • Manage the operational account so that the draw down requests are made with sufficient advance notice to enable payments to be made without delays due to shortage of available funding in accounts from Monetization account.
  • Provide regular On the Job Training (OJT) to the finance/accounts team members to maintain accounting standards according to organization policies.
  • Provide orientation to the non-finance staff on the financial rules and regulations of the organization as needed.
Audit Facilitation
  • Organize financial documents and summary accounts as required by the auditor.
  • Provide necessary reports and documents to the audit team during the time of audit program and addressing audit findings and recommendations as required.
  • Initiate and follow-up in conducting yearly audit of the project- LPIN as per requirement of NGO Affairs Bureau as required.
Compliance
  • Establish applicable Internal Controls and recommend modifications as needed.
  • Perform and maintain all the financial reporting on time and in line with ACDI/VOCA policies and procedures, applying the Field Finance Manual and recommending updates as appropriate.
System
  • Lead the Agresso implementation in the country/project.
REQUIRED QUALIFICATIONS
  • Bachelor degree in Accounting or Finance.
  • A minimum of five years’ experience working in donor-funded projects in Bangladesh.
  • Ability to lead, manage and build capacity of  staff
  • A minimum of three years using  ERP system (Agresso, SAP, others)
  • Knowledge of  USAID regulations and policies
  • Excellent skills in using Excel for planning/review/analysis purposes
  • Intermediate written and spoken English skills
APPLICATIONS:
To be considered for this recruitment, please submit a resume in English to: acdivocalpin@gmail.com by 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.
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