Finance & Admin Officer

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.