THE DIRECTORATE-GENERAL OF EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID CORPORATION (ECHO)
Position :Administrative & Finance Assistant
No. of Vacancies: 01
Prepares the annual budget and its amendments. Registers and updates the authorized budgets in the system;
Reviews and ensures eligibility and accuracy of invoices, debit notes, credit notes, missions advances, missions claims and other reimbursements requests received from internal and external parties;
Registers/creates orders in the Financial Report Management tool by ensuring the chronological receiving dates of invoices and receipts;
Creates payment/revenue records when payments become due by ensuring correctness of budgetary, nonbudgetary and analytical codes.
Review and ensure that required supporting evidences are attached to the payment/revenue orders before submitting to relevant financial actors as per the financial circuit;
Prepares bank and petty cash disbursements to ECHO staff and suppliers. Ensure that recipients acknowledge receipt of the payments and receipts are properly issues to ECHO;
Ensures that payment/revenue orders and all required supporting documents are properly filed;
Reviews the draft monthly financial reports before closure to ensure consistency and accuracy of financial transactions. Prepares adjustments transactions if needed. Perform bank and petty cash reconciliations and submit the data file before closing to Administration & Finance Coordinator for review;
Performs monthly financial closures and prepares reports as well as annexes as per ECHO procedures;
Reviews and ensure that all outstanding non-budgetary accounts are correctly brought forward from the previous months;
Follows-outstanding cash advances and mission claim regularisations;
Prepares the calculations and follow-up and collect cash from staff, within appropriate timeline, for private usages of telephone, fax, vehicle and airfare for the portion due by the staff in the case of mission combined with leave;
Calculates the allowance for arrival and departure temporary accommodation for TAs;
Conducts cash count at least once a week to reconcile cash balance;
Prepares and monitor on weekly basis the monthly cash position and forecast reports. Ensure sufficient level of funds in bank accounts and petty cash box to meet payment obligations;
Maintains the petty cash boxes, cheque books and ensure security precautions;
Ensure that bank account statements are updated and accounts replenished. Monitor bank accounts and maintain bank documentation;
Maintains the budget forecast tool;
Checks the calculation of medical reimbursement and proceed with the payment;
Manages financial records/reports archive. Specific duties for the Administration & Finance Assistant:
Controls and verifies the payments/transfers preparation and execution;
Assists and verifies the monthly follow up of the office and TA's budgets updates;
Provides training and coaching newly recruited staff working on budget & finance.
Assists in the recruitment process from publication of vacancies till signature of employment contract;
Prepares employment contracts of locally contracted personnel;
Carries out payment of salaries and overtime to all ECHO locally contracted personnel;
Maintains an overview of expatriate staff?s visa and residence permit situation, and makes necessary applications;
Maintains national personnel files, follow-up employment contracts amendments and termination of employment contracts;
Carries out the training, briefing and welcoming of newly recruited personnel. Specific duties for the Administration & Finance Assistant:
Provides advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules;
Implements and monitors compliance with HR policies;
Assists in the recruitment process from publication of vacancies till signature of employment contract
A relevant first level university degree or equivalent professional experience
Minimum 4 years of relevant work experience at national or international level in the area of administration or programme support service including experience in procurement, human resources and finances;
Previous experience in a Governmental or other International Organisation is an advantage;
Very good drafting skills.
Good communication skills.
Capable of working under pressure in a multitasking position.
Ability to work in a multicultural environment.
Experience in the usage of computers and office software packages (MS Word, Excel, etc).
Fluency in English (verbal & writing).
Excellent knowledge of Bengali.
Knowledge of the language spoken in Cox?s Bazar is an advantage.