Finance Coordinator

Job Description

Vacancy

Not specific

Job Context

• The Finance Coordinator (FC) is responsible for the leadership of all accounting and administrative functions of the Country Program. The Finance Coordinator will also have responsibility for ensuring that all financial transactions for the Country Program are accounted for and documented accurately and is responsible for compline checking of all documents before booking in the system with preparation and ensuring the donor and partners financial report submitted on time. He/she will be responsible for ensuring that all RI accounting procedures are followed and budgets are adhered to; cash is controlled and accounted for promptly following RI, donor and audit requirements.
• RI Values:
• We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:
• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability
• Duty Station: Cox’s Bazar, Bangladesh (With frequent travel to field offices/Camps as required)
• Report To: Country Finance Manager
• Expected Start Date: At Earliest
• Department: Finance

Job Responsibilities

• Under the guidance of the Country Finance Manager, the Finance Coordinator will be responsible for- Financial Accounting and cash flow management
• Responsible for day-to-day administrations and booking of expenditures in financial systems in coordination with senior Finance officer/finance officers. Preparing monthly financial accounts and finalize them in coordination with CFM.
• Preparing Debtors and creditors reconciled with Country Program Accounts in BDT and USD currencies.
• Making sure correct GL codes has been used based on the RI chart of account and guidelines.
• Verifying all Bank and Petty cash reconciliations and report to CFM.
• Work with HR to prepare monthly salaries for all programs, Incentive to volunteer ensuring appropriate documentation and oversight.
• Month End Reporting, Consolidation of Dhaka, Cox’ Bazar, Project Account and clearance of all intercompany transactions.
• Ensure to maintain adequate cash for Country Program and consolidate Cash Projections.
• Vendors and Payment approval direct into NS system for the daily record for both Dhaka and Cox Program.
• Support CFM to in preparing BVA analysis of Country Program as monthly Basis
• Support CFM to advise Budget Holder for budget follow up, Projections, and Pipeline for Financial Monitoring of RI Partner.
• Support CFM to develop Financial Management tool for RI Partner and adapt to establish efficient accounting Response Project.
• Grant Management and Financial Accounting of Local Partners
• Supporting CFM in preparing proposal budgets in coordination with the program team as needed.
• Setting up the project in the NS system in coordination with Regional Officer.
• Prepare budget modifications, No cost and cost extension budgets in close coordination with Project Managers and CFM as needed.
• Supporting CFM in preparation of all donor reports and review them with the Project Manager before submission to the Regional Finance Manager for approvals.
• Making sure that co-finance for all has been identified and tracked.
• Tracking receivables of all Grants, updating receivables file and submitting to a regional office based on timelines shared.
• Supervising all-cash programming wards and cash cards and being responsible to review and approve the reconciliations on monthly basis internally and with Banks.
• Supporting CFM to develop local partner’s capacity to maintain donors and Local Compliance.
• Supporting to provide coaching and Mentoring to Local partner financial and accounting.
• Make sure local partner to adapt legal and VAT /Tax compliance as per donor’s regulation.
• Internal Controls and Audit
• Prepare internal audit plan on annual/half-yearly/quarterly basis for covering high-risk areas.
• Conduct internal audit reviews of Grants, functions, Partner NGOs and other assurance engagements as requested by the Country Director.
• Make regular visits to project sites to verify and ensure financial records are maintained systematically and that financial policies and procedures are being followed correctly.
• Ensure financial records concerning grants are maintained in a systematic manner in the Country Office.
• Review the internal control system of the organization and make plausible recommendations for adherence to policy guidance and best practice necessary for improvement.
• Prepare clear and concise internal audit reports along with findings, risks, and recommendations and timely submit to management for responses.
• Finalize audit reports with management response and submit to finance manager for further process.
• Prepare an audit tracking tool and use it to periodically follow up on recommendations.
• Prepare a quarterly summary of audit activity, risks and progress on follow up to the SMT.
• Follow up on action points agreed in meetings with the SMT and provide updates in the subsequent meetings.
• Organize a workshop on Internal Audit key findings with RI Staff and Partners Staff.
• Meet with relevant Managers to discuss audit findings after completion of each audit and establishing a common understanding of the gaps noted and required action.
• Orient finance staff on reducing book-keeping errors during internal audits.
• Collect and study various financial documents for the development of knowledge.
• Identify the problem areas and gaps in policies and procedures.
• Prepare suggestions and guideline to overcome the gaps.
• Prepare and send a half-yearly summary of audit findings to the Country Finance Manager.
• Liaise with the CFM for any assistance including providing half-yearly updates.
• Support all donor audits by providing relevant documentation in support of audit samples and liaising with the auditors.
• Cooperate fully with the RFM on CO internal audit matters.
• Reconcile documentation with actual inventory or assets to ascertain the accuracy.
• Gathering knowledge on updated internal audit procedures and adopt them in auditing.
• Networking with Internal auditors from like-minded organizations to keep abreast of recent developments and industry best practices.
• Provide induction/orientation on internal audit function to other staff members.
• Develop risk-based audits through proper planning and execution of audit assignments.
• Coordinate the maintenance of CO Risk register and work with CFM to manage risks.
• Budgeting and Grant Management
• Supporting CFM to being accountable for budget management and tracking key performance indicators. Developing standards for establishing budgetary allocations, preparing monthly financial reports and presenting to CFM.
• Review and finalize proposal budgets and serve as primary liaison from the Country finance manager during the project period and grant management cycle, including project, kick-off and mobilization, Implementation, budget follow up, fund transfers and project closeout and reporting.
• Finance Coordinator-Finance is accountable for the preparation of Budget Versus Actual (BVA) reports from the NS system. BVA Should be submitted to the country Finance manager and for review and submit to the country director and Program managers based on the deadlines provided by RSO.
• Finance Coordinator-Finance is responsible to actively participate in BVA meetings with PMs and support country FM in discussing the compliance issues of each grant and monitoring the budget on monthly basis and ensure appropriate cost allocations. Finance Coordinator-Finance is accountable to finalize the BVA Checklist.
• Review and approve budget modifications, No cost and cost extension budgets in close coordination with country finance manager and project managers.
• Ensuring compliance with donor rules and regulations. Perform compliance reviews of donor financial reports and finalizing the reports for submission. Produce insightful management tools and reports, including costs analysis and forecast periodically.
• Being accountable for tracking co-financing for all projects.
• Being accountable for tracking receivables of all Grants, updating receivables file and submitting to CFM based on timelines shared.
• Being responsible for finalizing spend down plans on monthly basis in coordination with Program, HR and Operation team.
• Human Resources and Development
• Managing finance officers, Finance Assistants, Subordinates and supporting them in their daily works.
• Proactively identify and act upon deficiencies and areas for improvement in the in-country Finance team, providing training and other capacity-building where necessary to ensure that finance staff capacity is continuously developing.
• Contribute in ensuring the safeguarding in the organization.
• Safeguarding and Gender Sensitiveness
• Be part of embedding an organizational culture that is committed to protecting clients from harm.
• Ensure that the team understands and abide by the organization culture of safeguarding.
• Design and implement gender sensitive approach (if/where applicable).

Employment Status

Full-time

Educational Requirements

• Master’s Degree in Accounting and Finance or Professional Accountancy Course.

Experience Requirements

• At least 8 year(s)

Additional Requirements

• Chartered accountant (CA) course complete (CC) will highly preferred.
• At least 8 years minimum work experience with NGO/INGO/UN Agencies.
• Experience in writing quality financial reporting and donor budget.
• Advance skill in MS Word, Excel, and PowerPoint.
• Good skill in accounting software NetSuite.
• Excellent interpersonal skill.
• Willingness to make frequent trips that hard to reach areas.
• Ability to work under stressful conditions and work environment.
• Excellent communication skills, both written and spoken, in both English and Bangladeshi.

Job Location

Cox’s Bazar

Job Qualification

• Master's Degree in Accounting and Finance or Professional Accountancy Course.