Admin and Finance Associate

Given the context, the nation is economically progressing and graduating to the Middle-Income Country by 2026. Therefore, NGOs in Bangladesh have scope to revisit their working modality, and the way in which of engagement in addressing improvement challenges and on this regard NGOAB has an vital position to play. As UNDP Bangladesh has been working with a number of authorities businesses to help sustainable LDC commencement and reaching SDGs, UNDP considers its engagement with NGOAB for focusing on priceless enhancements in service supply by digitalization and on-line course of. This is consistent with UNDP’s mandate which is to interact with our companions to help reaching the long-term improvement imaginative and prescient of the federal government of Bangladesh.

UNDP in collaboration with Department of Foreign Affairs and Trade (DFAT) and NGOAB designed a 2.5 yr’s challenge entitled “Institutional Strengthening for Promoting Accelerated Transformation (ISPAT)” for the general enchancment of NGOAB/NGOs service system by subsequent two and half years. The total goal of the challenge is to make NGOAB absolutely able to offering quick, environment friendly and efficient providers to NGOs in managing overseas donations and supporting them to contribute in achieving SDGs by 2030. the challenge will take into account three-prong technique to strengthening system and bettering work-culture by- i) bettering the institutional capability by digitalization of providers; ii) augmenting skilled expertise and competence of NGOs and NGOAB officers to implement the gender responsive digital providers with larger effectivity; and iii) offering technical help for enhancing coverage help to make sure wider convergence of sectoral insurance policies as nicely simplification of providers with essential coverage tips.

In this backdrop, this Implementation plan outlines ISPAT’s technique to capacitate with digital innovation for bettering service supply system. This challenge will contribute to attain the next outcomes:

• Outcome 1: Ensuring efficient and environment friendly utilization of overseas donations to enhance the socioeconomic standing of the poor, girls, and different marginalized sections of the individuals.
• Outcome 2: Recognizing and documenting contributions of NGOs within the attainment of worldwide targets and nationwide priorities of decreasing poverty, bettering governance and service supply aligning with girls and human rights.
• Outcome 3: Strengthening coverage formulation and fostered innovation of NGOs by showcasing and scaling-up nationally.

The Admin and Finance Associate might be answerable for getting ready, managing and expenditure of challenge annual and multi-year price range, managing audit, preparation of monetary report and compliance associated to monetary points as per authorities and UNDP insurance policies and process.

The Admin and Finance Associate will work below the management of the Project Manager (PM) and liaise with challenge workforce, UNDP, NGOAB and respective regional places of work and NGO workers concerned within the programme.

Support administrative capabilities to easy implementation of the challenge, specializing in achievement of the next outcomes:

• Ensure administration, preparation and updating of asset, and handover, upkeep & dispatch & disposal of asset.
• Implementation of challenge operational methods.
• Ensures well timed supply of procurement processes for the challenge.
• Assist to the upkeep of logistics and gear.
• Arrange assembly and coaching supplies and make communication with distributors.
• Ensure e-requisition, assortment and analysis of quotations and guarantee items and providers as per PO.
• Ensure supply of distributors and course of funds accordingly.
• Support to organize month-to-month HR plan and challenge workers becoming a member of and resigning course of.
• Support to challenge workers on getting ready UN ID Card, Email ID, opening Quantum ID, and so forth.
• Ensure car motion and administration if wanted.
• Support to plan, set up and coordinate high-level conferences, workshops and consequence sharing/dissemination occasions involving applicable stakeholders.
• Assist in settlements of DSA and different claims of workers and different service suppliers as per UNDP guidelines.
• Support varied missions of each challenge Program.

Support in administration of the Project price range and set up an optimum cost-recovery system, specializing in achievement of the next outcomes:

• Management of all monetary assets by planning, guiding, monitoring, and controlling of the assets in accordance with Donor, UNDP and authorities guidelines and laws.
• Creation of the challenge price range (together with all actions and funds) in QUANTUM in gentle of ProDoc/Annual Work Plan (AWP).
• Ensure entry of knowledge into Quantum within the type of Annual Work Plans (AWPs), monitoring of their standing, revisions, dedication of unutilized funds, in addition to operational and monetary closure of the Project.
• Oversee the monitoring of quarterly monetary expenditures and develop technique for easy implementation of the work plan.
• Ensure advance funds and direct funds for SR’s and SR’s distributors are correctly reviewed and made on a well timed foundation, in addition to guarantee fee info is correctly recorded into the Quantum system on a well timed foundation.
• Ensure qualitative monetary and budgetary inputs on the time of Project paperwork Revision (i.e., Pro-Doc, Donor Agreement and so forth.) if requires. 

Support efficient and correct monetary assets administration and oversight, specializing in achievement of the next outcomes:

• Financial evaluation and oversight for all assets (Donors, UNDP and GoB,) managed by the Project and provision of high-quality skilled recommendation to the Management.
• Proper planning, expenditure monitoring of monetary assets following full compliance with UNDP POPP and Donors guidelines and laws of monetary course of.
• Design Chart of Accounts (CoA) of the challenge to satisfy authorities and donor necessities, align monetary knowledge with M&E knowledge, instruments, and methods.
• Monitor disbursement of funds periodically to tell administration and implementation of actions in accordance RPA/LoA, UNDP and GoB guidelines and laws.
• Reconcile FACE/FR with Combined Delivery Report (CDR) Ensure the accuracy verification of CDR.
• Ensure all QUANTUM associated transactions, a.i, price range evaluation, add price range, monitor challenge price range, enter essential GLJE in Quantum and so forth.
• Monitor the monetary efficiency of provide administration programs/procurement/stock administration.
• Identify and report on budgetary shortfalls/surpluses in addition to results-based indicators to make sure efficient and environment friendly management and supply of donor funds. 

Support strategic route of Project finance administration, specializing in achievement of the next outcomes:

• Compliance of operations with UNDP guidelines, laws, insurance policies, procedures and monitoring achievement of outcomes of ISPAT challenge.
• Establish or high quality tune UNDP and Donor monetary procedures: e.g., receipts, funds, disbursements, and bookkeeping, submitting procedures for the Project.
• Provision of recommendation on methods, insurance policies and plans affecting ISPAT challenge finance managements, supply of follow advisory, data and studying providers.
• Ensure that monetary procedures are in place complying with the monetary/accounting and procurement requirement of UNDP.
• Ensure the preparation of the Project’s Quarterly Report and put together month-to-month Cash Flow and annual Cash Flow Forecasts. v. Support correct monetary reporting, management of challenge accounts and help to audits specializing in achievement of the next outcomes:
• Prepare and submission of periodic monetary studies to the donors, UNDP and authorities as wanted.
• Ensuring that contributions from the donors are correctly transferred to UNDP on a well timed foundation.
• Prepare monetary studies for Project Board, Project administration and others.
• Ensuring preparation of different monetary studies to be submitted to the donors and authorities counterparts.
• Oversee the preparation of month-to-month monetary statements, QUANTUM reconciliations, payroll reconciliations and so forth.
• Ensure receipts of invoice/vouchers and report of filed stage expenditures in a well timed method.
• Facilitate monetary audits, FAPAD, HACT Audit, UNDP, UNBOA, and make sure that exterior auditors have all related info.
• Support in preparation of audit reply and do follow-up on audit studies to make sure that all audit observations are addressed and unqualified.
• Complying with the inner expenditures management system, which ensures that vouchers processed are matched and accomplished, transactions are accurately recorded within the books of Accounts and posted in QUANTUM.
• Ensure well timed corrective actions on un-posted vouchers, together with the vouchers with price range verify errors, match exceptions, unapproved vouchers and timey response to HQ requests to resolve monetary knowledge points.
• Support administration of challenge property and facilitate to challenge closure course of.

The incumbent performs different duties inside their useful profile as deemed essential for the environment friendly functioning of the Office and the Organization.

• Achieve Results: LEVEL 1: Plans and displays personal work, pays consideration to particulars, delivers high quality work by deadline
• Think Innovatively: LEVEL 1: Open to inventive concepts/identified dangers, is pragmatic downside solver, makes enhancements
• Learn Continuously: LEVEL 1: Open minded and curious, shares data, learns from errors, asks for suggestions
• Adapt with Agility: LEVEL 1: Adapts to vary, constructively handles ambiguity/uncertainty, is versatile
• Act with Determination: LEVEL 1: Shows drive and motivation, in a position to ship calmly in face of adversity, assured
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding in direction of others, kinds optimistic relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect variations, conscious of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Definition Business Direction & Strategy

• Business Acumen: Ability to grasp and take care of a enterprise state of affairs in a fashion that’s more likely to result in end result; Knowledge and understanding of the operational frameworks within the group and capability to make good judgments and fast selections inside such frameworks. 

Business administration

• Partnerships Management: Ability to construct and keep partnerships with huge networks of stakeholders, Governments, civil society and non-public sector companions, consultants and others consistent with UNDP technique and insurance policies.

Finance

• Accounting (General): Knowledge of accounting ideas, ideas, frameworks, requirements, laws, insurance policies and tendencies, and capability to apply this to strategic and/or sensible conditions
• Audit danger administration: Ability to handle audit points raised in the midst of an audit and suggest options with a purpose to guarantee a real and truthful audit opinion is achieved
• Budget administration: Ability to help budgetary features of the work planning course of, drawing and administration of workforce budgets
• Financial reporting and evaluation: Understands modifications in regulatory, authorized and moral frameworks and requirements for monetary reporting within the public sector. Ability to extract, consider monetary knowledge, derive related findings and current them in a significant and coherent method to facilitate efficient determination making and efficiency monitoring; Understands the advantages of built-in reporting, together with non-financial assets comparable to human, social and mental capital, and environmental and governance efficiency
• Management and price accounting: Ability to provide periodic qualitative and quantitative efficiency studies to facilitate efficient determination making and efficiency monitoring. Ability to make use of a variety of costing methods and analyse price associated knowledge to offer quantitative info to the customers of studies