Finance & Logistics Manager

Job Description

Vacancy

01

Job Context

Community Partners International (CPI) is a U.S. based nonprofit organization that is working with a local partner organization Green Hill (GH), to expand access to quality health services and generate the resources, local capacity, and coordination necessary for partners and the people to meet their own health and community needs.

Job Responsibilities

• Primary Responsibilities:GH-CPI is looking for a dynamic Finance & Logistics Manager who will be responsible to provide senior level leadership and management across the Finance & Logistics departments. The F&L Manager will focus on setting and driving the operational vision/ strategies, S/He will take the lead role in building strong frameworks for the team, coaching/ identifying skills and opportunities for development, developing strategic action plans in alignment with programs, processes and policies that realistically support the organization by:
• Providing overall leadership, management, supervision, and oversight of financial & logistics management to ensure financial compliance and most efficient use of resources.
• Establish, evaluate and/or enhance the administrative and operational goals, strategies and structures.
• Responsible for developing frameworks of timely financial and logistical reports, information, and communication.
• Coordinate and cooperate with the senior management team for periodic financial analysis, budgetary control and creating strategies in long term financial and logistical goals.
• Responsible for managing teams to ensure coordination, efficiency with policy compliance.
• Financial Operations:
• Develop and implement financial management processes and control systems in accounting, budgeting, financial systems & reporting, tax preparation, audit, and financial grants management. Provide strategic guidance and direction in financial planning, spending, considering the programmatic needs, compliance to internal control policies and the donors’ rules & regulations.
• Develop financial systems and framework for team efficiency, management and organization.
• Review financial documents to ensure accuracy including but not limited to financial reports, coding, monthly cash, bank reconciliation, receivable and payable, vat & tax report etc. and support the team in timely payments and ensuring proper budget coding in financial systems.
• Closely monitor all financial activities, report situations which have the potential for a negative impact on internal controls or financial management performance for timely and effective decision making.
• Ensure that financial related processes and procedures are consistently implemented throughout grant periods, including pre-award compliance checks, agreements, disbursements, reporting, timelines as well as partner capacity-building as necessary.
• Ensure that donor compliance, NGO Affairs Bureau procedures and financial compliance are adhered to; all financial records and accounts are compiled in time, accurately and in line with international accounting standards, donor and local/national regulations.
• Regular review of existing systems in order to maintain an adequate level of internal controls, in compliance with policies and procedures.
• Regular checks for compliance with advance payments, liquidation and financial documentation.
• Ensure adequate financial documentation and lead facilitation for internal and external audits and handle audit queries in consultation with Senior Management.
• Closely developing and monitoring monthly finance reports/ BvAs/ quarterly financial reports/ grant financial reports etc.
• Prepare monthly analysis/quarterly financial analysis for board meetings.
• Quarterly review AOB and conduct AOB BvA.
• Responsible for timely and accurate submission of periodic financial reporting to HQ and Donor, including standard financial statements.
• Implement, monitor, and evaluate internal controls and compliance procedures.
• Budget preparation, analysis, and forecasting; and ensure program budget and budget projections are timely and accurately reflected.
• Manage cash flow, including timely fund requests to HQ and/or Donor. Oversee the management of petty cash funds and bank accounts, including monthly reconciliation.
• Review payment vouchers to ensure completeness and accuracy of supporting documentation and budget coding prior to authorization and data entry; ensure authorization levels are respected in the approval of payments prior to fund disbursements.
• Coordinate, plan and ensure that an Annual Audit plan for each grant is developed and carried out in a timely manner as required by the organization.
• Ensure timely and correct submission of all sub-grantee financial reports in accordance with sub-grant agreements and review reports and supporting documentation.
• Coordinate with Green Hill HQ for in-country regulations and with CPI HQ for donor regulations to facilitate timely processing of all grant/ sub-grants/ and audits.
• Develop an effective and efficient process to ensure all regulatory compliance related with VAT & Tax including calculation, deduction, depositing and timely submission of annual returns/reports as per NBR and national regulations/local laws for the organization.
• Payroll Management:
• Work closely with the HR & Admin team to ensure that payroll is done in compliance with local tax laws and regulations.
• Ensure the monthly payroll allocation entries are properly calculated, coded, and entered into the accounting system, including review and approval of allocations to specific grants and projects.
• Ensure accurate and timely monthly payments to tax authorities according to established procedures.
• Procurement & Logistics:
• Responsible for strengthening logistics units, overseeing organization’s overall supply chain and logistics strategy and operations in order to develop processes for strategic sourcing, vendor identification/enlistment, logistics and warehouse management, risk management, develop supply chain management policies and procedures to maximize the process efficiency and productivity. Review existing policies, identify gaps, incorporate necessary changes, finalize policy with the Country Director, ensure roll out of policies with staff through training and workshops and provide guidance and leadership to the unit.
• Upgradation of Procurement & Logistics policies and procedures according to National and Donor requirements.
• Develop framework for Logistics team to ensure that all office procurement is carried out in accordance with established policy and procedures in a timely manner.
• Oversee Logistics team to ensure effective management, control of assets, produce and maintain accurate and updated inventory lists/ fixed assets, reports and timely execution of documents to the finance team for payments to vendors/contractors.
• Lead and manage team of warehousing/stock/inventory including goods receipt, inspection, handling, appropriate storage as well as dispatch in line with the organizational policies and procedures.
• Ensure goods are safely stored and stacked, to minimize damage and enable first in/expired, first out procedures.
• Ensures electronic and hard copy filing of warehouse and prepare reports on time.
• Implement random stock counts and a six-monthly physical stock check, and report and document any discrepancies.
• Fleet Management
• Provide supervision and management to the logistics team managing the fleet.
• Ensure methods of anti-corruption, transparency, and cost efficiency (best value for money) focus on all processes (e.g.in vehicle management, people management).
• Ensure safe and efficient transport of staff and materials/goods to the field.
• Prepare and submit periodic reports, drivers leave plans and coordinate movement plans as required.
• Ensure proper filing of vendor documents i.e., driver tests sheet, driving license copies, weekly vehicle checklist, vehicle passenger waiver forms etc.
• Responsible for smooth running of the day-to-day fleet operations.
• Develop a plan and mechanisms to ensure weekly vehicle checks. Ensure vehicles are always in good condition and drivers are briefed on values and proper driver etiquettes at all time.
• Provide new methods and approaches to improve the cost effectiveness and value for money from its fleet activities.
• As per guidelines, ensure COVID-19 emergency procedures are implemented in fleet operation.
• Improve and strengthen vehicle request systems & practices. Ensure vehicle booking processes are efficient and effective for all stakeholder and drivers are communicated in a timely manner.
• Team Management:
• Train staff on financial management policies and procedures, budget coding for new grants and projects
• Receive training and roll out training to unit team on any new softwares or processes the organization decides to implement.
• Effective leadership, coaching, mentoring, training and guidance to the finance and logistics team; Setting of annual performance objectives, mid year reviews, annual performance appraisals and reviews/ regular check-in with team members on performance as needed.
• Work closely with the finance and logistics team, grantees & sub-grantees to identify capacity development priorities in financial accounting, financial planning, and grant management.
• Conduct finance and compliance training/mentoring for finance & logistics team, grantees & sub-grantees finance staff, including orientation for new hires and making visits to their offices.
• General Management:
• Participate in financial policy-setting discussions and development of policies with SMT along with carry out implementation to staff.
• Make recommendations for enhancements to policies and procedures to create operational efficiencies
• Participate in overall finance and logistics strategy development and put input in annual operational planning and budgeting of the country office.

Employment Status

Full-time

Workplace

• Work at office

Educational Requirements

• Post-Graduate degree, preferably in Finance/ Logistics/ procurement/ Business Administration

Experience Requirements

• At least 7 year(s)

Additional Requirements

• Age at least 35 years
• Minimum 7 years of experience working in humanitarian/development contexts
• Minimum 4 years of experience in leadership role managing teams
• Minimum 2 years of experience in working with Senior Management Team
• Proven experience in Finance, Improving systems, Supply chain-logistics, Warehousing, Inventory management etc.
• Familiar with relevant GoB compliances for International and National NGOs: including but not limited to FD6, FD7, FC-1, FD-2, VAT and Taxes etc.
• Previous experience of working in Cox Bazar is an advantage
• Excellent problem-solving skills, demonstrated ability to handle pressure and improve
• Required to have a proven track-record of proactively identifying and communicating potential problems and proposing solutions
• Strong communication skills to deal with internal and external stakeholders.
• Team spirit and problem-solving abilities.
• Good computer skills in MS Word & Excel and online warehousing systems.
• Strong sense of personal integrity.
• Demonstrated skills and experience of strategic and analytical thinking
• Ability to carry out responsibilities independently with minimal technical support
• Excellent English and Bangla skills, written and verbal communication
• Proven staff management and team building skills
• Positive and professional attitude/ Leader & Mentor personality
• Ability to establish and inspire good working relationships with colleagues and stakeholders

Job Location

Cox’s Bazar (Cox’s Bazar Sadar)

Salary

Tk. 120000 – 140000 (Monthly)

Compensation & Other Benefits

• Mobile bill, Weekly 2 holidays
• 13th month bonus

Job Qualification

• Post-Graduate degree, preferably in Finance/ Logistics/ procurement/ Business Administration