The posting place: Cox`s Bazar and Faridpur Field Office Bangladesh
HR and Administrative:
Provide general administrative support, including but not limited to: executive assistance, management of correspondence, preparation of meetings (and minute taking), preparation of documentation and reports related to the project, monitoring of fixed assets, logistics and others as required.
Maintain the office in an orderly and efficient manner, keeping office attendant and drivers actively engaged in useful work, motivating them to aspire to higher effectiveness, and conduct regular weekly staff meetings where key office functions are represented and where information is shared to enhance the quality of decisions taken, implementations of decisions taken are monitored and difficulties are identified and dealt with collegially including day to day activities and action plan.
Monitor and support in all routine matters as requested by supervisor/field coordinators and in cases of absence, when required, in order to keep abreast of all commitments and tasks of the area.
Programming of meeting and travel as required, including ticketing and all other logistical aspects related to travel. Also, ensure proper maintenance of project vehicle.
Assist in all communications with other members of the organization, external stakeholders, follow up to meetings and other key issues related to the area.
Other support tasks as required, including filing, maintain records of visitors, phone calls, teleconferences, etc.
Keep complete inventory/records of office, farm, and lab equipment of the office. Also keep proper records of the same handed over to the partner institutions/transfer to other locations.
Maintain Leave tracker for all field staffs and maintain staff personal (copy) file.
Maintain Office Stationeries.
Finance & Accounts:
Prepare vouchers, Maintain books of accounts as per project requirements and report to dhaka office for QuickBook (or other financial systems as required), preparation of journal entries, inter-office billing, bank transactions, daily cash flow; preparation of financial reports.
Manage Petty cash.
Make payments for the various transactions of the office and keep detailed records and files of these transactions. This includes checking utility bills.
Assist the external and internal auditors in accounts and compliance of statutory requirements.
Assist RO office support team -CIMMYT in financial management and support finance and admin activities by field offices.
Monitor fund requisition of Field offices.
Monitor progress of all financial activities at Field offices.
Support the achievement of projects financial objectives by anticipating requirements, submitting information for budget preparation, scheduling expenditures, monitoring costs and analyzing variances, in adherence to financial and accounting regulations.
Liaise with Project Manager and Field coordinators, project staff (logistics, administration and procurement) and other CIMMYT staff as needed to ensure that CIMMYT project activities are adequately supported in reaching program objectives and reporting requirements.
Provide advice to all program and operations staffs on the application and interpretation of accounting and financial rules, regulations, procedures and policies.
Assist the technical staff and also the Administrative & Finance Manager of CIMMYT-Bangladesh to efficiently carry out their activities and to fulfill the activities/goal of CIMMYT.
Provide all kind of supports (Admin, Finance, HR) to the collaborative partners.
Perform other tasks as assigned by supervisor/field coordinators/Project Manager.
Minimum bachelor’s degree in business administration / accounting.
We are seeking candidates with the following qualifications:
Knowledge of Auditing, Accounting, Financial Management and budget planning.
Knowledge on using accounting software e.g QuickBooks cloud.
Adequate supervisory skills and experience.
A. Work Experience Required & Number of years of relevant experience needed:
2 years or more of experience – preferably with NGOs, CG centers or other similar programs. Preference Knowledge of IFRS’s is a must. USAID project experience will be given Preference.
Requires conceptual knowledge of theories, practices and procedures within these disciplines.
Requires an ability to spend extended periods outside of Field domains.
B. Extent to which interpersonal skills are important for this job Interpersonal Skills: Contacts (Internal, External) Frequency, Nature & Purpose of Contacts:
Frequent contact with people other than immediate colleagues and with external entities.
Ability to communicate and relate effectively, internally and externally is important.
Purpose is to share information and secure the cooperation and commitment of individuals.
In addition to effective communication, the jobholder has to motivate and provide leadership.
C. Level of English Language Required:
Read and understand work instructions or manuals.
Communicate effectively with colleagues and external contacts on routine work-related matters.
D. Information Technology skills needed:
Sufficient competency to use the standard Windows-based software for word-processing, spread sheets, presentations, and email used at CIMMYT with occasional assistance.
Ability to effectively use corporate systems and other specialized applications (user)
Basic skills in Windows Operating System and LAN;
E. Other requirements:
The job holder should be a skilled, responsible, discreet, organized, analytical, proactive and motivated professional with a good common sense, an ample service attitude and good interpersonal skills.
Ability to work in a team and under pressure keeping focus on the objective.
Good communication, good organizational and time management skills with customer service orientation and problem-solving skills.
Ability to work accurately, with interruptions, to meet deadlines.
Willingness and ability to work with different nationalities, and as a member of a multidisciplinary and diverse work team.
F. Preferred Competences:
Problem-solving and decision-making
Negotiation and conflict resolution
Cox’s Bazar, Faridpur
Minimum bachelor's degree in business administration / accounting.
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