Administration

• Responsible for all aspects of office administration in order to provide an efficient support service for technical staff, to facilitate the effective conduct of project work
• Training and supervising members of the administration team
• Arranging the routine maintenance of office equipment and furniture
• Ensuring registering and filing of all official records, maintenance of office filing system
• Protect assets of the Company including legal and finance related documents
• Maintain the records of assets so that it can be track scientifically
• Ensure effective implementation of rules and regulation within the project

Human Resources

• Determine and assess need of staffs and/or consultants and refer to the Managing Director/ Chairman to make the appropriate recommendation if necessary during project cycle 
• Allocating work responsibilities and supervising staff
• Identify and resolve issues & conflicts within the staffs
• Prepare appointment/ Contract Document/ Job description for the staffs
• Maintaining personnel records of staff including agreement, appointment, job description, leave, leave add, overtime, attendance, insurance etc
• Coach, mentor, motivate and supervise team members and influence them to take positive action and accountability for their assigned work
• Resolve issues and conflicts within the staffs

Finance

• Prepare the financial policy/guideline of the company
• The AFM primary task will be to review the expenses bill and documents of the company and confirm whether it is within the budget agreed by the bank in totality as well as under each approved limit
• This is also expected to strengthen and reinforce budgetary control over the Company’s expenses – present as well as future
• Supervise for implementation of financial guidelines and employee rules policy
• Prepare project planning and cash flow and draw down plan
• Submit the periodic financial reports to the board as well as management if and when required
• Supervise the financial control mechanism closely
• Conducting variance analysis of approved cost vis-à- vis actual cost incurred
• Attend the meeting with banks and present the financial status and position of the project
• Play the guiding role for fund management and acquire good knowledge about cost planning, cash flow management
• Analyze the cumulative expenditure incurred on the project with the progress of the construction within the approved budget/limits

Accounting

• Supervise the accountant and related staff to keep the books of account up to date relating to project’s particular loan facility agreement, legal compliance and required by the board and management as per general practice of the Company
• Check and confirmation of documents of expenses incurred in by the Company during the construction of the project
• Verification of vouchers, their proper accounting in line with generally accepted accounting norms and Govt. rules as well as requirement of banks
• To coordinate with external and internal auditor and help to conduct the audit as well as to furnish the audit report on time
• Check and verify the expenses before payment to concern parties
• Guide to adopted of practice for payment of goods and service and implication of VAT
• Government tax is properly deducted at the source (during party payments) and such revenue is deposited with appropriate Government offices on time
• Review that construction costs are recorded in proper budget line items mentioned in the contract document

Communication and Reporting

• Formal liaison with the bank, financing institution and other Government Organization
• Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion
• Circulate information within the team regularly
• Organize and participate in different meetings relevant with work and project and keep record of the same
• Check the running bills (Civil, Hydro-mechanical and transmission line etc.) payment in line with the budgeted project costs and implication of agreement between the contractors and Company
• Guide to check the running bills submitted by the contractor and the engineers prior to submission to the Bank and test check the correctness of the rates applied and the accuracy of the bills with that of the bills of quantity
• Reporting the variances with reasons for variance and opinion on the reasonableness or otherwise of the detected variances
• Develop and deliver progress reports, required documentation, and presentations
• Determine the frequency and content of status reports from the project team, analyze results and troubleshoot problem areas
• Maintain, operate and update the MIS Archiving

Procurement

• Prepare procurement policy and implement it
• Monitor the compliance of the procurement policy