Assistant Coordinator – Finance & Administration

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Posted on May 9, 2024

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Job Context

Transparency International Bangladesh (TIB) is inviting applications from Bangladeshi nationals for the position of Assistant Coordinator – Finance & Administration, to be recruited for a project titled, “Promoting Integrity in Solid Waste Management and Climate Finance in Bangladesh.” The Assistant Coordinator – Finance & Administration is expected to join in July 2024 and serve until June 2027 renewable subject to extension of the project and mutual agreement. The incumbent will be based in Dhaka, subject to field visit. Upon joining, the incumbent will be regarded as a member of the said new project. This position is reportable to Coordinator-ECF, with dotted line supervision provided from TIB’s F&A Division.

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Responsibilities

Accounts related responsibility:

 Receive project related all type of advances, reimbursements, bills, payment request of allowances/remunerations within a stipulated period; Review and check to ensure compliance with TIB’s policies and procedures; Process payments by online transfer/cheques/cash and take approval from appropriate authority, make entries in ERP system; Deliver cheques to vendors/service providers
 Handle petty cash, collect receipts of acknowledgement in applicable cases and make necessary entries on the ERP system and process payments; Also maintain daily petty cash holding limit and prepare petty cash reports with balance denomination at the end of each day;
 Deduct VAT and Tax at applicable rates and deposit to Govt. Treasury within the stipulated time; Maintain Tax/VAT registers, properly file Tax/VAT challan and provide photocopies and certificates to vendors/service providers/staff;
 Preserve all cash/bank vouchers and follow TIB’s filing system to maintain compliance;
 Assist internal and external audit teams and other reviewers in conducting audits and reviews, especially by providing vouchers, answering queries etc., and implement recommendations of auditors and other reviewers;

Procurement related responsibility:

 Process and facilitate procurement of Goods and Services of the project and ensure the work/product meets the requirements and standards of the concerned programme; Act as a team member in the finalization of Frame Work Agreement (FWA) with selected vendors;
 Receive Purchase Requisition (PR), issue Request For Quotation (RFQ), Work Order and initiate contract with vendors/service providers; Ensure timely receipt of goods/service from vendors/service providers and deliver to concerned programme staff; Receive invoices from vendors/service providers and accumulate relevant documents with invoice and process for payment; Comply with Tax and VAT regulations relevant to procurement;
 Maintain necessary registers and preserve procurement process documents in a systematic way and in safe custody;
 Provide documents to Internal and External Auditors/Reviewers for their review. Provide clarifications as and when required; and

Administration related responsibility:

 Maintain store by ensuring sufficient stocks of relevant materials, distribute and release requisitioned stuff and maintain proper documentation of receipt and delivery; Prepare monthly store reports and submit to authority for approval;
 Prepare official memos/ notes for record in Bangla/English as necessary; and
 Ensure/assist logistical support including venue, equipment, supplies and refreshments for different internal and external activities like meetings, training, seminars, and workshops, etc;
 Support to staff for travel in terms of flight reservations, process visa applications and air-ticket purchase. Similarly, support domestic travel as well; Provide support on transport, hiring and use of vehicles;
Perform any other tasks assigned by the organization.

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Special Instruction

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Additional salary Info

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TIB follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women, ethnic, religious and other minorities and people with disability. Only shortlisted candidates will be invited for interview. Any attempt at persuasion is treated as disqualification. If an applicant has an immediate family member in any capacity at TIB, s/he must proactively and clearly disclose it. Such candidates can be employed in TIB only by a special approval of the Board of Trustees, even if duly qualified in the competitive selection process.

TIB strictly observes a policy of zero tolerance to corruption and sexual abuse/harassment and all employees are committed to observe TIB’s Code of Ethics.