Finance and Support Service Manager

The Finance and Support Service Manager is a key position in the Bangladesh country office. This position is expected to provide essential administrative, governance, financial, HR, IT and internal control services to the program operations whilst ensuring compliance with HFR policies, systems and procedures. The Finance and Support Service Manager is expected to be both responsive and proactive to operational requirements with an ability to plan the work of program support.

S/he is part of the country office leadership team and ensures compliance with external requirements, such as local laws and regulations and donor, partner, service provider and vendor contractual obligations. S/he is responsible for safeguarding HRF interest in these transactions and interactions, providing effective first level stewardship of HRF’s assets, resources, staff and premises. S/he provides support to the Country Director, staff and consultants in maintaining good relationships with external stakeholders.

TASKS AND RESPONSIBILITIES:
Finance, Budget and Grants Management:

The Finance and Support Service Manager is responsible for the supervision and coordination of the finance, budget and grant function in the country office. The following is an illustrative but not exhaustive list of tasks:

• Ensure availability of Finance manual and procedures, their understanding by employees, implementing partners and consultants and their successful implementation.
• Supervise Finance section and ensure financial transactions are recorded in line with HRF norms and standards. Maintain financial records including ledger, journal, petty cash and cash books and bank details. Prepare cash flow and fund flow statements for review.
• Oversee monthly closing, ensuring all transactions for the month are recorded accurately and deadlines set by HRF headquarter are met.
• Ensure accurate and timely release of salary and other payments to staff. Oversee the changes in salary and maintain the consistencies with HR records at headquarter.
• Coordinate with local banks and ensure opening of bank account of HRF and timely review of bank statements and bank reconciliation.
• Support Country Director on preparation of program budgets, analysis of grants and expenditure.
• Prepare country budgets and finalize them in collaboration with HQ finance and program departments.
• In coordination with consultants and program teams at country office and headquarter, engage in timely preparation of budgets and quarterly pipelines.
• Ensure preparation and availability of statutory financial records (e.g. income tax return) and tax compliance and compliances relating to foreign grants.
• Secure the proper filling and storage of all financial records

• Oversee the proper monitoring of HRF’s funds and assets which are transferred to implementing partners/project offices for the implementation of programs.

  Office administration, establishing systems and processes
  The Finance and Support Service Manager will provide financial management and administration support to all aspects of HRF Bangladesh office functions and establish systems and processes for the smooth functioning of the office. S/he would closely work with Country Director and Program Manager and in HQ team to ensure that all responsibilities are carried out in a timely manner. The following is an illustrative but not exhaustive list of tasks:

• Supervise and provide guidance to the administrative staff to deliver their functions.

• Ensure staff is aware of, understand and comply with HRF’s Administration policies and procedures, e.g. Procurement, Security, Travel and Expense reporting.

• Oversee security management for the country office, develop sound security management and support within the country office.

• Ensure that security incidents are reported/escalated in timely manner to the CD, HQ and other relevant stakeholders.
• Ensure absolute integrity and transparency in the procurement function and ensure the best value for money. Ensure timely and accurate payments to suppliers and partners.
• Ensure proper security and safety of the staff members and premises and finalize security and insurance arrangements as per HRF norm.
• Oversee the proper upkeep and maintenance of office premises and working facilities like telephone system, photocopying machines and furniture to provide the best possible physical environment for staff to discharge their duties.
• Ensure all service contracts are valid and maintained.
• Ensure timely verification of stocks and assets, inventories at the office and project sites as deemed fit.
• Manage staff travel logistics and ensure all hired vehicles as per established procedures.
• Manage the logistics of visitors to the country office as required.
• Develop and facilitate convergence between resource and logistics of different projects.

• Complete the required documentation, like official request from the government authorities for HRF assistance and facilitating meeting within the Program Office for mobilization of response.

  Internal Governance Management
  The Finance and Support Service Manager will support strengthening internal governance including legal matters such as compliance to local registration. The following is an illustrative but not exhaustive list of tasks:

• Support the compliance processes with the requirements for NGO operations with the government of Bangladesh. Coordinate with other ministries on approvals, statutory and legal compliances in adherence to country law.

• Support the process in acquiring work permits or expatriate staff aligning with NGOAB guideline.

• Support the CD with timely and appropriate resolution of legal cases in which HRF may be involved, to the best interests of the Organization.

• Ensure that administrative, budgetary, procedural and accounting controls evolved are actually complied with and to improve them with time in accordance with HQ’s guidelines.

  Human Resource (HR) Management
  The Finance and Support Service Manager is the point person for HR in the country office, supporting the CD and Headquarter (HQ) HR function in all matters relating to recruitment, appointments, contract renewals, implementation of performance management system and select HR interventions. Illustrative tasks are as follows:

• Ensure the availability and accessibility of updated HR Manual to all staff in the state/program office. S/he is responsible to clarify any point contained in the manual as and when required by any member of staff, where necessary taking the help of HRF HQ.

• Support the country office in the coordination of the recruitment processes with HQ HR

• Monitor staff Contract Expiry date and ensure timely completion of Contract renewal and other formalities

• Process payroll and submit statutory requirements to government.

  Information Technology (IT) Services
  The Finance and Support Service Manager is responsible for the IT activities/function in the office to ensure that the IT infrastructure is maintained to meet high service level requirements. The illustrative tasks are listed as under:

• Ensure stable and responsive Networking (Local and Wide Area) environment with the adherence to security standards for Network and user authorities.

• Be familiar with the basics of computer / LAN/VSAT operations the standard software.

• Monitor proper and authorized use of the office computers / LAN / VSAT are used smoothly

• Promote productive use of computers amongst the staff and suggest training needs to increase computer skills amongst the staff.
• Ensure system integrity, security of the system and easy accessibility of the required information and ensure cost effective maintenance of all IT equipment.
• Ensure IT Policies and system adherence

• Facilitate Knowledge Management

  Support resource mobilisation, diversifying revenue growth, programme quality and impact agenda

• Lead in the development of costing and budgets for new project developments.

• Support the programme team to leverage resources, new business development and diversify revenue growth.

  REQUIREMENTS Competencies

• Ability to plan and organise a substantial workload that includes complex and diverse tasks.

• Problem solving, decision making and delegation skills.

• Excellent oral and written communication skills (English)

• Leadership skills.
• Ability to coach, mentor and provide guidance to supervised staff.
• Knowledge and skill on introducing and implementing Gender Equity and Diversity principles.
• High level of integrity.

• Sound judgement.**Experience

• Minimum 5 years experience in a similar financial management position, internal audit/compliance.

• Demonstrable knowledge and/or experience in HR and office management.

• Experience working with an international NGO preferred.

• Experience in managing donor grants.
• Experience in managing private sector funding and external consultancies.**