Job Overview:

The Admin and Finance Officer bears lead responsibility and accountability of effective operation of project field office, orient and mobilization of project staff, timely planning and execution of financial transaction to maintaining financial discipline, organizational development and institutionalization of synergy amongst core and non-core programs assuring periodic reporting and documentation. He/she will manage his/her 80% time for the table work, financial planning, documentation, review of financial progress whereas 20%time for field visit, verification and onsite coaching and mentoring of field staff in terms of financial discipline with the coordination of PC and Officers. He/she is fully responsible to update all the documents related to the organization according to filling system, logistics management and administrative responsibilities as accordingly. 

Job Responsibilities:

Major duties and responsibilities:

• Prepare vouchers and process payments and booking of project expenditures and transactions by ensuring Youth creations and donor regulations
• Posting of project financial transactions in financial software (FAMAS) of YOUTH CREATIONS by ensuring correctness of project budget
• Management of field office petty-cash
• Maintain liquidity (timely fund request with Youth creations (HQ/ or donor) of project for smooth project activities
• Prepare correct monthly financial statements of project and submit to Youth creations for the timely submission of the financial reports to the donor
• Monitoring of project budget and verification of project expenses
• Support and facilitate for the project audits
• Establish and maintain the filing system in district and field office
• Any other duties assigned by supervisor or admin and finance manager and Chairperson

Office Administration: 

• Supervise and Maintain and update leave records and personal files of project staff
• Ensure maintenance of timesheet record of project staff
• Ensure the entire utility facilities/office equipment/ machinery is running smoothly
• Ensure that the Inventory and assets are recorded and updated in time
• Ensure that required Store Management procedures are compiled with documents
• Ensure that timely physical verification of fixed assets and inventory are done and reported
• Supervise and monitor office assistant’s role

Procurement: 

• Develop Annual Procurement and Supply Management (PSM) Plan with close coordination of Program Coordinator, officer and programs staffs
• Consolidate and analysis of procurement plan and finalized the frameworks agreement as per requirement of different categories
• Update the procurement tracker and report to Project coordinator
• Manage and execute procurement of goods and services required for the project in consistent with Youth creations and donor regulations. Organization and donor guiding principles are “Best Value for Money, Transparency, Accountability, Equal and Fair competition”
• Ensure procurement of goods is in high quality, timely and cost effective adhering to established policy of the organization
• Carry out market survey twice a year basis for regular items and analyze the price trend over the period and report to Project coordinator
• Ensure logistics/procurement policies including compliances are followed all the time and pay attention for making zero non-compliances
• Update and develop qualified vendor list and monitor maintain record on performance of the vendor
• Develops and maintains an effective working relationship with vendors/suppliers.

Logistic:

• Ensure logistic support in arranging workshop, seminars, and trainings, visits and visitors
• Ensure vehicles and motorbikes are timely and well maintained
• Best bargain for repair & maintenance is obtained 
• Proper management of vehicles to the request made
• Ensure proper maintenance of log-book of project vehicles
• Maintain up to date documents relating to fleet management, insurance and legal requirements
• Support to distribution of programs supplies, construction and renovations works and documentation of receipts of beneficiaries
• Ensure that both incoming and outgoing mails/documents handling is done on time from/to general post office and outside agencies and DHL, Express Delivery and any other courier services. Also, ensure that these are distributed to the concerned staffs/section/departments
• Checking of goods when received and its required documentation. Also checking of goods to be dispatched and preparation of required documents

Other requirements: 

Child Safeguarding, Core Humanitarian Standard, GESI

• Ensure that all Program staffs understand and respect the Child Safeguarding and Child Protection Policies, CHS and GESI
• Report on the protection concerns to the Project Coordinator in-line with the Youth creations Child Safeguarding Policy
• Ensure the Child Protection Policy, CHS and GESI code of conduct visible at all level and activities

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Youth Creations values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Youth Creations, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, communities and external partners and supporters
• Values diversity sees it as a source of competitive strength
• Flexible, receptive, adaptive, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined and calculative risks

Integrity:

• Honest, encourages openness and transparency

Others

• Other ad hoc tasks assigned by the line manager
• Provide regular advice to Project Coordinator for programmatic and administrative decision making process for the betterment of organization as a whole and execute the board's decision properly in time
• Explore and encourage to staff members for fund raising or arranging matching funds from other organizations and I/NGOs