Finance and Administrative Officer

Introduction

ILO Country Office for Bangladesh, with funding from Global Affairs Canada, is implementing the project 'Leaving No One Behind: Improving Skills and Economic Opportunities for the Bangladeshi Community and Rohingya Women & Youths in Cox's Bazar.' The project operates within the humanitarian- development nexus in the Cox’s Bazar district. Its interventions aim to improve the resilience and self-reliance of Rohingya refugees and enhance the economic empowerment of vulnerable host communities through skills and livelihood development initiatives ensuring employment and decent work. It provides support using ILO tools and methodologies to improve their livelihoods and enhance the peaceful co-existence of the refugee and host community.

The incumbent will perform the role at the Cox’s Bazar duty station with a view to ensuring all financial, administration and operational support services required for efficient and effective implementation of the project are in accordance with ILO rules and procedures.

Guidance and Supervision:

Under the overall guidance and supervision of the Director of ILO Country Office, Bangladesh and direct supervision of the Head of ILO Project office in Cox’s Bazar, the incumbent will contribute to the implementation of the project in the areas of his/her competence. As a Financial Certifying Officer (FCO) of the Cox’s Bazar duty station, the incumbent will work closely with the HQ and Regional Finance units. 

Description of Duties

1. Perform the FCO role for the Cox’s Bazar duty station with a view to ensuring all financial services and operational support services required for efficient implementation of the project workplan are in accordance with ILO rules and procedures. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system IRIS.
2. Receive and analyse financial documents giving particular attention to apparent anomalies or unusual trends and initiating action to correct situations where anomalies occur; review regular financial reports, and prepare reports, correspondence, and advice on complex cases.
3. Review payment requests and other financial documents to approve any payments or adjustment of advances provided to the partners and supervise the preparation of month-end bank reconciliation statement and certify thereof
4. Provide advice and guidance concerning the Organization's financial practices and rules and provide authoritative interpretation of requirements for handling transactions in the operations supervised (e.g., authorising payments, approving budgets and various accounting documents).
5. Collaborate with staff performing administrative operations and manage overall administrative work of the project.
6. Prepare budget revision requests and produce periodic financial statements from Office system (IRIS) as and when required
7. Manage the operation of the financial services of the area of responsibility and prepare related managerial reports, including monthly financial progress report under Annual Development Programme (ADP)reporting requirement of the government.
8. Monitor and review selected financial transactions and documents (e.g., budget proposals, payment requests, etc.) prior to entry into the finance system; ensure implementation of procedures to control and monitor income and expenditure.
9. Prepare recurrent and ad hoc reports and relevant explanations, as requested by senior management.

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10. Prepare draft replies to internal and external audit observations concerning the assigned operation.

11. Prepare procurement plan, process procurement documents and monitor and implement timely payments of the contracts under the project.

12. Analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; assess budget requests and draft budget proposals.

13. Actively participate and represent ILO in relevant networks such as Area Operations Management Team (OMT), and other sub-groups related to Operations in Cox’s Bazar. 

14. Periodically monitor partners books of account as part of spot check and report to management.

15. Produce various financial reports according to requirements such as Monthly IMED Report, Quarterly ERD Disbursement Report.

16. Closely monitor partners financial management funded by ILO and arrange fund disbursement after adjustment of outstanding advances.

17. Overall supervise Administration, Financial Management, IT Support, Procurement, Security and accelerate where needed.

18. Perform other related functions, as assigned by the supervisor.

Required qualifications

Education

University degree in Business Administration, Finance or Accounting

Experience

Two years of professional financial or accounting experience at the national level.

Languages

Excellent command of English and Bangla

Competencies

⦁ Good knowledge of principles and concepts related to the areas of operations (e.g. finance, HR, Administration, Procurement, etc.).

⦁ Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.

⦁ In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration],

This position requires:

• Ability to interpret and work within applicable rules, regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Analytical skills.
• Good drafting skills.
• Ability to maintain effective working relationships with key stakeholders.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Knowledge of the office’s programming matters and activities.