Senior Coordinator – Finance and Grants

Responsibility #1: Leadership and Oversight on project’s financial/grants management

20%

• In collaboration with CoP, provide technical leadership and oversight of finance management, maintain procedures, and avail and promote the use of information to guide performance management through well analyzed, rapid, and timely feedback.
• Ensure compliance with CARE-B finance, accounting, sub-grant and procurement policies and procedures as well as local laws (i.e. NGOAB, taxes, customs, registration, minimizing unbillable expenses)
• Manage and oversee project’s internal audits by CARE BD IA&RM, CARE Global Internal audits and external financial audits like FS audit, A133 Audit, FD4 audit, any statutory audits, and for any project-specific donor forensic audit/OIG of USAID inspections, follow up on the implementation of audit and compliance review recommendations.
• Ensure adherence to the USAID and CARE’s standard operating procedures for the procurement of supplies/equipment/commodities/services as described/needed for the project in the project’s.
• Coordinate with the project team and ensure timely submission of bi-weekly time-entry, raise staff requisition form (SRF), submit project staff turnover form, with proper charging codes; i.e: BU/FC/PID/DID/AID/CID etc and its approval in corporate system called INSPIRE.
• Identify project financial risks and consult with the COP for rectifying those.

Responsibility #2: Financial Operation Management/Budgeting and strong monitoring of project’s financial performance

20%

• Oversee the project’s fund management follow obligation, transfers/adjustment of PNGOs fund, check balances, check authorized expenses and online transactions, advise COP on changes in project strategies
• Utilize/review monthly financial and operational monitoring tools in collaboration with relevant team from program support (forecast, procurement, activity tracker, etc.);
• Prepare month-wise realistic forecast for the fiscal year and coordinate with project finance focal of the central budget team of Finance Department to upload in system and rigorously monitor the actual expenditure trend, identify/clarify the reason of variances.
• Monitor the fluctuation trend of exchange rate and adjust the activity plan in consultation with CoP and program team.
• Prepare the project’s annual Board Approved Budget (BAB), Donor Approved Budget (DAB), mid-year exercise, revised DAB files per organizational requirement and coordinate with project finance focal of the central budget team of Finance Department.
• Prepare project’s chart-field (Activity IDs) to create project charging codes (FC/PID/AID/DID) etc for proper tracking of expenditure, monitor budget utilization per plan, necessary adjustment of budgets and prepare financial report accordingly.
• Track the utilization trend and ensure project’s budget are in align with the approval threshold, make necessary adjustment or prepare a formal budget revision to take approval from donor.
• Ensure proper charging code in the PR/TER/MER and check proper recording in system against all expenditure (confirm GRN against POs), take necessary corrective measures, if necessary.
• Follow VAT/Excise duty exemption procedures, arrange required VAT coupon books and its utilization, and reporting.
• Prepare FD6 budget and monitor closely to avoid unauthorized expenditure limit (beyond 10% of each approved budget lines) and provide reason for variances in the annexure of FD4 accounts. Cordinate with GAAM and Finance to meet NGOAB requirement on financial/project aspects (FD6, FD4, Local Govt certification, annual report, meet any queries from NGOAB etc).
• Review, certify/approve and pay out cash disbursements to vendors and grantees in a timely manner and ensure that all expenses are allowable, allocable and documented per CARE/USAID policy and have adequate support documentation.

Responsibility #3: Reporting and Feedback

15%

• Ensure timely submission of accrual reports (preliminary & final extracts) to project leadership (collect from partners) and donor, and review the actual utilization and reconcile the balance..
• Prepare MIS reports for the CoP/project’s management, analyze project’s financial information and suggest for strategic way forward.
• Provide necessary clarifications to the donor (USAID) for the variance of quarterly accrual vs actual expenditure.
• Provide necessary support on the submission of monthly VAT coupon uses report by 25th of the following month and annual foreign VAT tax reporting on or before 15th April of each year.
• Monitor the AP accrual status and clear it out regularly to collect expenditure amount through FRLC drawdown process.
• Monitor/aging the project’s staff advance and PNGOs advance and liquidate within the stipulated timeframe, orient regularly the project staff to comply updated financial/procurement rules and regulations.
• Ensure the review of project’s financial report (SF425) in support of the system transaction list, identify the missing of invoice/TER/MER/any payment if not exist in system or not properly recorded (any miscoding). Then, confirm necessary remedial measures.
• Prepare necessary adjustment entry (AJE) file and submit to finance focal for PS entry purpose.
• Coordinate in providing necessary update to the project’s and mission management as and when required like necessary input the monthly project status report maintained for senior management and present in the monthly week-4 meeting, OLT issue, respond any queries from global management i.e: ARMU, SSC or CUSA.
• Responsible for management of financial documents and maintaining a proper filing system
• Analyze gaps between planned budgets and actual expenses and report to COP.

Responsibility #4: Sub-Grantee Management

15%

• Set up, manage, and provide Sub-grant financial assistance related to the grant-making component of the program activities.
• Coordinate with GAAM and IA&RM for sub-grant agreement (including due diligence), modification, obligation and expenditure verification planning purpose.
• Follow up with PNGOs and ensure the recommendations are duly implanted by the PNGOs.
• Check and certify the PNGOs financial report to record expenditure in CARE’s system, recommend advance/liquidating the amount or reimburse the expenditure amount requested/incurred by the PNGOs in accordance with the sub-agreement/periodic action plan.
• Collect monthly forecasts from PNGOs and compile with the projects total forecast and it’s utilization.
• Coordinate for necessary audit preparations like donor audit (ADS 591), part of FD4 audits, CARE BD internal and CARE Global internal audit procedures and timely implement the recommendations.
• Ensure sub-grants management and reporting are compliant with CARE sub-grant manual and USAID grants management regulations (including FFATA).
• Follow-up on the sub-grant files updated with budgets, grant contracts, and agreements
• Ensure sub-grantee complete the pre-award requirements and signed grant agreement as per CARE/USAID policy
• Ensure that sub-grantees follow applicable regulations and spend the grant funds as intended;
• Provides technical assistance as required to build capacity of local partners & grantees.

Responsibility # 5: Provide Administrative and logistic support to Project Implementation.

15%

• Have to be well equipped on procurement process as established within organization and may suggest to update procumbent policy to adapt donor’s particular requirement if any on procurement (including the application of GEO CODE).
• Ensure administrative and logistic support for project’s training, workshop, meetings, conference held in BIYA project areas and outside of the office.
• Follow the process in creation of new vendor ID (including project staff) for PR raise, staff advance/TER/MER management.
• Ensure Collection of bills from vendor and submit with necessary attachments on time and Coordinate with Accounts Section for processing payment.
• Review carefully the bills/invoices for work-in-progress against PO agreement/contract and ensure necessary technical certification/recommendation before placing to accounts for payment.
• Oversee in arranging tickets, vehicle, accommodations, etc. for staffs and outside visitors.
• Assist in purchasing Project materials as per CARE’s policy.
• Review all kinds of expenditures/ advance request and arrange payment on time.
• Ensure timely request, process and follow up with Procurement Department of project materials and equipment’s as necessary.
• Ensure staff management like recruitment, performance, coaching, development process.
• Coordinate with Admin for office facilities (office occupancy, utilities charges) purpose and timely provide project’s charging code to prepare monthly facilities pool table by Admin department.
• Maintain necessary liaison with project field/team office and ensure necessary support for the smooth operation of project’s activities at field level.

Responsibility # 6: Capacity building of Project staff on corporate financial management system in light with donor regulations.

10%

• Develop different tool to ensure donor compliance in light with applicable and updated rules and regulations.
• Reviewing JDs of Project’s operational staff who are involved in the support functions and PNGO’s monitoring/oversight.
• Carry out ongoing monitoring of the performance of project’s support staff for their development in terms of knowledge, efficiency and skills through consistent supportive supervision, coaching and mentoring, regular review and discussion, training etc. as appropriate.
• Identify areas for development and assess the needs of training, orientation, coaching and mentoring etc. whatever is appropriate for the staff project staff and initiate necessary action accordingly.
• Provide on the job training to the project staffs on project’s finance and grant management system.
• Necessary guidance on the technical areas to develop costed work plan, use of proper charging codes, raise PRs, oversight PNGOs functions etc.
• Regularly monitor the project staff capacity on finance/grants management and assess/identify the need of training to be provided for their development.
• Supervise the projects Finance and Grants or other positions as per project proposal or management decision.

Responsibility #7: Culture and Environment

5%

• Ensure strong collaboration with Women and Girls Empowerment Program and other USAID projects of CARE Bangladesh for alignment
• Ensure that CARE’s PSHEA and Safety & security policies and procedures are applied to all program and staff operations
• Promote a culture of reflective learning and adaptation across the broad spectrum of partnerships and project teams

Responsibility # 8 Adhere to and support CARE Bangladesh’s Safety and Security policy and systems

As part of this role, the job holder will be expected to adhere to and support CARE Bangladesh’s Safety and Security policy and systems as part of their day to day duties, and comply, at all times, to safety & security protocols and directives, including reporting. Staff must maintain situational and self – awareness and be aware of the safety – security related consequences of their actions upon themselves, their team and the organization as a whole.

Responsibility # 9 Safeguarding

CARE is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and expects staff to promote the welfare of children, young people and adults at all times. CARE expects all staff and volunteers to share this commitment through our Code of Conduct. We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.