Finance & Admin Officer

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

Job Purpose

• Ensure compliances with Donor, WV finance and administrative policies, SCM, standards, procedures and government VAT & Tax requirements.

• Establish effective internal control in the financial management.

• Facilitate project team in integrated financial planning, budgeting and monitoring in accordance with WVB and donor USA -MACRO DHR guidelines.

• Ensure standard record keeping and prepare & submit reports to WVB, USA-MARCO-DHR and other stakeholders on time.

• Maintain high confidentiality of documents and information and take adequate measures for safety and security of documents, information and other resources.

• Facilitate administrative functions and provide necessary support for smooth operation.

• Administration management: Oversee general Office administration, Office Management, Fleet Management & Security Management (facility) & Asset Management.

• Ensure that administrative policies and procedures are properly implemented.

• Facilitate financial sessions both for the finance and non-finance staff for their understanding.

• Ensure full implementation of agreed upon integrated internal audit recommendations.

• Strive for innovation and smart work that can maximize the use of ICT.

• Provide monthly financial analysis to the management on project & Partner performance.

• Ensure full implementation of agreed upon integrated internal & external audit recommendations.

• Execute standard close-out procedures to ensure records retention and post-implementation archiving of files in accordance with WV and donor guidelines.

Key Responsibilities

Ensure an integrated financial planning, budgeting and monitoring in accordance with budget guidelines

• Annual budgeting is done in accordance with budget guideline and submitted to Project/Cluster/NO according to Budgeting Guideline and schedule.  

• Provide support for the Upazila/Urban Project Office in the annual budget preparation in coordination with all key stakeholders.

• Keep the monthly burn rate at least @ 90%.

• Annual budget utilization achieved by 100%.

• Use reasonable estimate while preparing budget

• Monitor actual trend of spending, identify the contributing reasons and share with program team.

• Preparation and dissemination of monthly management and budget performance reports to various stakeholders.

• Cash flow management and coordination to ensure timely disbursements to both internal and external customers.

• Ensures adequate Control of budget, cash flow and funding, by providing timely and relevant information in collaboration with all Upazila Program team.

• Project Budget is aligned with myPBAS.

• Effective tools of monitoring the budget are in Place.

• Monitoring of budget and actual expenses against FD-6 budget line item(s) and keep the variance to single digit level.

Ensure proper Financial Management Systems are in place at the project Level

• Minimize financial risk exposure by ensuring that appropriate financial systems and internal controls are in place to avoid significant audit risk.

• Ensure that there is a proper monitoring system of transfer payment through S2B.

• Compliance with WV finance and administrative policies, SCM, standards, procedures and government VAT & Tax requirements & Donor grants rules & regulations are met.

• Audit recommendations are implemented in project offices.

• Ensure Labour Distribution Reports (LDRs) for all staff are prepared and duly approved within the stipulated time.

• Ensure there is proper monitoring of petty cash in the project and internal controls are in place as effectiveness is ensured.

• Reviews all payment requisitions and vouchers for correct coding and charging of cost, proper authorization and supporting documents in line with WVB finance & donor policy to ensure completeness and accuracy.

• All expenses are based on approved budget/revised budget.

• Ensure 06 days equivalent cash balance at the end of month.

• Ensure 100% compliance of VAT and Tax regulation and deposit withheld VAT and Tax to the National Treasury in weekly basis.

• Ensured acceptable risk rating in integrated audit.

• Review the ageing analysis on a regular basis and take appropriate action for long outstanding items (if any).

• Ensure periodically financial spot check for improving financial management.

• 100% of purchases are done in accordance with WV SCM & donor Policy.

Record keeping and reporting to stakeholders

• Ensure timely complete and accurate submission of financial reports including programs closure reports as per donor, WVI and WVB guidelines.    

• 100% of vouchers are maintained according to the policy and procedure.

• All Financial Data is documented and filed according to the stipulated guidelines and donor policy.

• Prepared and submitted Monthly/Quarterly/Half Yearly/Annual Project Financial Reports and Govt report according to the schedule to Project/National Office/USA-MACRO-DHR and other stakeholders.

• Coordinate the Compilation of prepare integrated FD-6 for submission to ADP/Project/NO.

• Ensure real time data entry to Sun System.

• Prepared variance explanations every month in consultation with Project Manager and NO Finance.

• All transactions are classified with the appropriate expense heads and cost centre as per approved US MARCO DHR budget.

• Ensure 100% compliance of Block parties screening before the payments as per Finance Manual.

• Overall responsible for timely goods receiving and GRN process, invoice receiving and payment procedure, etc. under ADP/Project threshold.

• Yearly Procurement Plans is prepared on time and monitor on a regular basis.

• Preparation of the vendor’s performance tracking tool.

• Manage the documentation of all SCM related information.

• Prepare all SCM related business processes.Support project team that procurement is done according to the WV & Donor requirements.

Ensure proper office Administration Management through effective administrative function

• Logistics and financial support to project team given within the scheduled date and time.

• Comply with WVI and donor retention policy of documents and vouchers.

• Lost incident report is recorded with approval of the competent authority.

• All confidential and important documents and information are under lock and key.

• Ensures proper asset management and utilisation with proper controls in place, facilitate the process to ensuring semi-annual and annual physical verification of assets and reconciliation with the ATS.

• Responsible for the effective management of all aspects of physical security of the building and grounds and protection of all assets against loss or damage.

• Make sure appropriate levels of security and control over the ADP/Project Office resources.

• Maintain records of vehicle essential documents such as blue book, registration, road permit, tax token, fitness, insurance, driver license, usage, overtime, accident report, fuel consumptions, replacement of major spare parts, loss report, etc.

• Ensure full compliance of WVB fleet policy and maintain close coordination with ADP/NO on ensuring system and policy/procedures are place and implemented on monthly basis.

• Ensure fleet (vehicles/motorcycles) are properly utilized and any loss of essential documents by the user must be reported to the authority.

Professional and performance development

• Increasing demonstration and understanding of and commitment to WV’s core value in approach to work and relationship.

• Work and life balance.

• Performance review completed and development goal achieved.

• Capacity building initiatives coordinated with NO-Finance.

• Current career plan that is consistent with World Vision’s strategic goal.

End Results:

• Effective budget management ensured timely utilization of funds, strong budget control, and compliance with organizational guidelines.

• Ensured sound financial governance through effective risk management, regulatory compliance, robust internal controls, and timely implementation of audit recommendations.

• Maintained high standards of financial accountability and operational efficiency through timely reporting, accurate record-keeping, compliant procurement practices, and effective financial data management.

• Ensured efficient administrative, logistics, asset, and fleet management through strong controls, compliance with organizational policies, secure document management, and effective utilization of resources to support project operations.

• Demonstrated commitment to World Vision’s core values while continuously improving performance and professional development.

Knowledge, Skill & Experience:

Required Education, training, license, registration, and/or Certification:

• Bachelor’s degree in Commerce or a related discipline – Essential.

• Master’s degree in Commerce, Management, or a related field – Preferred.

• Basic knowledge and skills in accounting, financial data analysis, and reporting.

• Minimum 3 years of experience in finance and administration.

• Understanding of development sector issues and practices.

• Training and facilitation skills, particularly in finance-related areas.

• Basic knowledge and skills in accounting and financial reporting.

• Good time management and organizational skills.

• Basic knowledge of research methodologies and statistics.

• Ability to communicate effectively and prepare reports in English, both orally and in writing.

• Proficiency in computer applications, including Sun Systems, MS Word, and MS Excel.

• Thorough knowledge of and commitment to World Vision’s Ministry, Vision, Mission Statement, Core Values, Statement of Faith, and Covenant of Partnership.

• Excellent interpersonal, communication, negotiation, and administrative skills.

Work Environment:

• Should work Upazila/Urban area and 25% field visit is expected.

• This role will work directly with Project Manager and Sector staff.

Salary: Negotiable

Compensation & Other Benefits: Provident fund, Gratuity, Festival Bonus: 1, Weekly 2 holidays, other benefits as per organizations policy.

Workplace: Work at office

Employment Status: Full Time

World Vision is committed to first do no harm to children or adult beneficiaries, to respect the rights of all beneficiaries, and to uphold the best interests of children as a primary consideration in all actions and decisions: accordingly, all the recruits will go through specific checks and compliance procedures in accordance to its Child and Adult Safeguarding Policy.

World Vision Bangladesh has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. World Vision Bangladesh as Child Safe Organization discourages anyone to apply with prior record of conviction related with child neglect, abuse and exploitation.

Women & Persons with Disability are highly encouraged to apply.

Applicant Types Accepted:

Local Applicants Only