FINANCE & LOGISTICS MANAGER (Bangladeshi NATIONAL ONLY) Reposting: Rolling Recruitment

ONLY candidates with FINANCE & LOGISTICS experience will be considered.

Please do not apply if you lack experience in either.

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*Reposting:

JOB DESCRIPTION

Job Title: Finance & Logistics Manager

Department: Operations

Employment status: Full time contract (Contingent to govt. approval)

Location: Cox’s Bazar, Bangladesh

Travel: 25% to field

Reports to: Country Director – Bangladesh

Reporting to this position: Senior Finance Coordinator & Logistics Coordinator

Community Partners International (CPI) is a U.S. based nonprofit organization that is working with a local partner organization Green Hill (GH), to expand access to quality health services and generate the resources, local capacity, and coordination necessary for partners and the people to meet their own health and community needs.

Primary Responsibilities:

• Provide overall leadership, management, supervision, and oversight of financial & logistics management to ensure financial compliance and most efficient use of resources.
• Responsible for preparation of timely financial reports, information, and communication.
• Coordinate and cooperate with CPI CD & Green Hill Senior Management Team for periodic financial analysis, budgetary control and creating strategies in long term financial and logistical goals.
• Responsible for managing all warehousing, inventory and fleet operations in ensuring efficiency and policy compliance.

Financial Operations:

• Develop financial systems and framework for team efficiency, management and organization.
• Review financial documents and support the team in timely payments and ensuring proper budget coding in financial systems.
• Ensure monthly cash, bank reconciliation, receivable and payable in a timely manner.
• Closely monitor all financial activities and keep CD advised of all situations which have the potential for a negative impact on internal controls or financial management performance for timely and effective decision making.
• Ensure that financial related processes and procedures are consistently implemented throughout the program including pre-award compliance checks, agreements, disbursements, reporting, timelines, and departmental as well as partner capacity-building as necessary.
• Ensure that donor compliance, NGO Affairs Bureau procedures and financial compliance are adhered to in financial operations; that all financial records and accounts are compiled in time, accurately and in line with international accounting standards, donor and local/national regulations.
• Carry out continuous review of existing systems in order to maintain an adequate level of internal controls, in compliance with policies and procedures.
• Carry out regular checks for compliance with advance payments, liquidation and financial documentation.
• Ensure adequate financial documentation and lead facilitation for internal and external audits and handle audit queries in consultation with Senior Management.
• Analyze and reconcile monthly balance sheets and make necessary adjustments.
• Closely developing and monitoring monthly finance reports/ BvAs/ quarterly financial reports/ grant financial reports etc.
• Prepare monthly analysis/quarterly financial analysis for board meetings.
• Regularly review AOB and conduct AOB BvA quarterly.
• Responsible for timely and accurate submission of periodic financial reporting to HQ and Donor, including standard financial statements.
• Implement, monitor, and evaluate internal controls and compliance procedures.
• Assist CD with budget preparation, analysis, and forecasting; and ensure program budget and budget projections are timely and accurately reflected.
• Manage cash flow, including timely fund requests to HQ and/or Donor. Oversee the management of petty cash funds and bank accounts, including monthly reconciliation.
• Review all payment vouchers to ensure completeness and accuracy of supporting documentation and budget coding prior to authorization and data entry; ensure authorization levels are respected in the approval of payments prior to fund disbursements.
• Ensure that an Annual Audit plan is developed and carried out in a timely manner as required by the organization.
• Ensure timely and correct submission of all sub-grantee financial reports in accordance with sub-grant agreements and review reports and supporting documentation.
• Coordinate with HQ Accounting department to facilitate timely processing of all grant/ sub-grants/ and audits.
• Ensure all regulatory compliance related with VAT & Tax including calculation, deduction, depositing and timely submission of annual returns/reports as per NBR and national regulations/local laws for the organization.

Payroll Management:

• Work closely with the HR & Admin Manager to ensure that payroll is done in compliance with local tax laws and regulations.
• Ensure the monthly payroll allocation entries are properly calculated, coded, and entered into the accounting system, including review and approval of allocations to specific grants and projects.
• Process the monthly payments to staff and tax authorities according to established procedures.

Procurement & Logistics:

• Upgradation of Procurement & Logistics policies and procedures according to National and Donor requirements.
• Supervise the Logistics team to ensure that all office procurement is carried out in accordance with established policy and procedures.
• Oversee the Logistics team to ensure effective management and control of assets; maintain an accurate and updated list of Fixed Assets and monthly Depreciation Schedule.
• Oversee the Logistics team to ensure effective management and timely execution of approved payments to vendors/contractors for goods and services received.
• Lead and management of warehousing/stock/inventory including goods receipt, inspection, handling, appropriate storage as well as dispatch in line with the organizational policies and procedures.
• Ensure goods are safely stored and stacked, to minimize damage and enable first in/expired, first out procedures.
• Ensures electronic and hard copy filing of warehouse and prepare reports on time.
• Implement random stock counts and a six-monthly physical stock check, and report and document any discrepancies.

Fleet Management

• Provide anti-corruption, transparency, and cost efficiency (best value for money) focus in all processes (e.g.in vehicle management, people management).
• Ensure safe and efficient transport of staff and materials/goods to the field.
• Prepare and submit periodic reports, drivers leave plans and coordinate movement plans as required.
• Ensure proper filing of drivers documents i.e., driver tests sheet, driving license copies, weekly vehicle checklist, vehicle passenger waiver forms etc.
• Supervision on driver training, briefings and managing any complaints in a timely manner through the line manager.
• Responsible for the smooth running of the day-to-day fleet operations including line managing the drivers for vehicles.
• Work with the team to ensure safety belts, fire extinguishers, spare tyre, tools, first aid kits etc. available in all cars at all times, develop plans to regularly check and refill stock.
• Develop a plan which ensures drivers carry out weekly vehicle checks. Ensure vehicles are always in good condition and drivers are briefed on values, proper driver etiquettes.
• Propose, discuss, agree, and implement new methods and approaches to improve the cost effectiveness and value for money from its fleet activities.
• Overall responsibility for drivers planning, working together with the Logistics Team to explore and implement ways to better plan, schedule and monitor transport of staff and material equipment according to demands and procedures.
• As per guideline and policy, ensure COVID-19 emergency procedures are implemented in fleet operation.
• Improve and strengthen vehicle request systems & practices. Ensure online vehicle booking is followed and driver given information in a timely manner.

Team Management:

• Train staff on financial management policies and procedures, budget coding for new grants and projects
• The F&L Manager will directly supervise a finance team of 3 staff and logistics team of 2 staff
• The Finance & Logistics Manager will be responsible for effective leadership, guidance and training the finance and logistics team
• The F&L Manager will play a vital role in transitioning current practices to the Tally software and training staff on change plan.
• Lead finance and logistic staff, setting of annual performance objectives, mid year reviews, annual performance appraisals and reviews/ regular check-in with team members on performance as needed.
• Provide leadership, coaching, mentoring and on-the-job training to subordinate staff
• Provide detailed feedback and guidance to the finance and logistics team, grantees & sub-grantees finance teams on their financial management and reporting.
• Work closely with the finance and logistics team, grantees & sub-grantees to identify capacity development priorities in financial accounting, financial planning, and grant management.
• Conduct finance and compliance training/mentoring for finance & logistics team, grantees & sub-grantees finance staff, including orientation for new hires and making visits to their offices.

General Management:

• Participate in financial policy-setting discussions with the SMT, assist CD in development of relevant policies and carry out implementation to staff.
• Make recommendations for enhancements to policies and procedures to create operational efficiencies
• Participate in overall finance and logistics strategy development and put input in annual operational planning and budgeting of the country office.

ESSENTIAL SKILLS

• Minimum 6 years of experience working in humanitarian/development contexts
• Minimum 4 years of Finance & Logistics Management experience (leading teams) with an international NGO
• Proven experience in Finance, Tally Software, Improving systems, Supply chain-logistics, Warehousing, Inventory management etc.
• Required to have extensive experience in working with computerized accounting systems, standard spreadsheet and database programs (SUN System/ Tally/ ERP systems)
• Experience in dealing with financial compliances of US grants & audits
• Solid understanding and experience of relevant GoB compliances for International and National NGOs: including but not limited to FD6, FD7, FC-1, FD-2, VAT and Taxes etc.
• Previous experience of working in Cox Bazar is an advantage
• Excellent problem-solving skills, demonstrated ability to handle pressure and improve
• Required to have a proven track-record of proactively identifying and communicating potential problems and proposing solutions
• Strong communication skills to deal with internal and external stakeholders.
• Team spirit and problem-solving abilities.
• Good computer skills in MS Word & Excel and online warehousing systems.
• Strong sense of personal integrity.
• Demonstrated skills and experience of strategic and analytical thinking
• Ability to carry out responsibilities independently with minimal technical support
• Excellent English skills, written and verbal communication
• Excellent Bangla skills, written and verbal communication
• Proven staff management and team building skills
• Positive and professional attitude
• Leader & Mentor personality
• Ability to establish and inspire good working relationships with colleagues and stakeholders