Bangladesh: Administration/Financial/Logistics (AFL) Coordinator - Bangladesh

Bibliothèques Sans Frontières / Libraries Without Borders (BSF) is an international NGO founded in 2007 which works to strengthen the autonomy and resilience of vulnerable populations by providing access to information and education and promoting cultural diversity. In the Middle-East, in Central and Eastern Africa, in Europe, or in Colombia, BSF works to put in place safe spaces and services for education, professional training, psychological support and social cohesion for vulnerable populations. To provide these services, BSF created the Ideas Box with support from the Alexander Soros Foundation. Ideas Boxes are multimedia centers in a kit, fully equipped with materials, that can be installed in less than 20 minutes. They provide access to a library, a cinema, thousands of educational and informational resources, and an internet connection. The resources are carefully chosen to match the needs, language, and culture of the local users. The technological equipment and teaching methods offered by the Ideas Box transform places like schools, libraries, and community centers to comprehensive resource- and learning-centers.

For more information, see www.bibliosansfrontieres.org (French), or www.librarieswithoutborders.org (English).

Context

For more than 30 years, Bangladesh has been one of the theaters of the Rohingya crisis. For decades, the Muslim minority has faced repression and discrimination in their home country, Myanmar, particularly in the northern state of Rakhine. Many of these people looked for refuge in neighboring Bangladesh, in the Cox’s Bazar region. Since the events of August 25, 2017, more than 671,000 Rohingyas have crossed the border between Myanmar and Bangladesh. By March 2018, there were more than 880,000 refugees in the country. The sudden increase in the number of Rohingya arriving stretched the capacities of humanitarian organizations working in Bangladesh. The new arrivals are living in refugee camps but also in overpopulated makeshift camps, in schools, community centers, religious establishments, or with local families. New colonies have also been put in place and continue to develop. Because of the Rohingya crisis, there is an immediate need for cross-sectoral assistance. The difficulties for these newly displaced people include the loss of food and nutritional security, gender and protection issues, and the need for water and sanitation facilities, housing, health facilities, psychosocial support, and family services. Evaluation reports show a significant need for access to accurate information to prevent risks related to rumors and unreliable information; access to basic literacy and to a quality education, especially for girls and women; and access to safe spaces for traditional PSS programs.

After studying needs in the Cox’s Bazar district, BSF is beginning a mission and launching activities around themes linked to education and training, access to information, and protection for the communities in the region.

In doing so, BSF is looking to hire an Administration/Financial/Logistics (AFL) Coordinator.

POSITION OBJECTIVE

Manage and coordinate the AFL and the AFL team in the BSF office in Cox’s Bazar.

POSITION PROFILE

Functional and Hierarchical Relationships:

The AFL Coordinator is under the direct authority of the Mission Chief. There is also a very close link between the desk’s AFL Coordinator and the AFL and logistics department at BSF headquarters. The AFL Coordinator is responsible for the management and direct coordination of the administrative, financial, and logistical department of the Bangladesh mission.

He/she has the responsibility of rigourously managing HR, finances, and logistics, while keeping with national laws (taxes, work laws, etc.) and the current policies and procedures of BSF.

His/her duties will be:

Coordinating the Administrative, Financial, and Logistics Departments

• Contribute to hiring, and directly manage the admin/fin/log teams on the ground

• Assure the management and skill-building of the AFL team

• Coordinate with the AFL team at BSF headquarters

• Lead the implementation of new financial procedures and apply procedures from headquarters in the field.

Manage Accounts and Treasury

• Ensure that administrative and financial rules (of both donors and BSF) are followed

• Monitor and analyze the appropriation of human resources and mission supplies

• Support the Mission Chief in their creation of a financial strategy/ensure the financial stability of the project

• Write administrative documents and budgets linked to the project

• Ensure that the monthly budget is followed, in connection with the admin-fin department at headquarters

• Supervise and ensure the proper management of the mission’s funds and accounting, and ensure the proper supply of funds

• Manage the transfer of funds, and ensure their security

• Formulate financial plans in collaboration with the program’s financial department

• Supervise the safety and management of funds and reserves

• Supervise the month-end closing in connection with headquarters

• Prepare audits of donors, in connection with headquarters

Administration

• Ensure BSF’s administrative procedures are respected in Bangladesh

• Supervise requests and the making available of funds for missions, and monitor the expenses incurred

• Ensure agreements are properly stores, and monitor donor payments

• Supervise hiring and HR procedures

Logistics

• Logistics focal point: liaison between the mission office and the purchasing and shipping division at headquarters: write and store purchase requests, monitor orders, receptions, and shipments

• Put in place logistics procedures and ensure they are followed by the mission staff

• Ensure BSF’s internal procedures are followed

• Guarantee purchasing procedures are followed

• Monitor equipment and inventory management

• Support the mission by analyzing the situation and putting in place tools to optimize security management

Coordination

• Collaborate with the Program Coordinator on project budgets and in the validation of financial reports relating to the programs

• Assure the performance and proper functioning of the office if the Mission Chief is absent.

SKILLS AND QUALIFICATIONS

Education and Experience

• Associates Degree (BAC +2) in Logistics or in Finance and Administrative Management

• Degree from the Bioforce Institute (Humanitarian training institute in France) is a plus

• At least 3 years of experience in a similar position

• Knowledge of donors’ administrative and financial rules

• Good understanding in accounting and mastery of at least one accounting software

• Experience in administration of organizations

• Experience in humanitarian aid logistics (whether in the field or in headquarters) is preferred

• Mastery of Excel

• Can work in French and English

Qualities

• Good stress management

• Thorough, organized, and reliable

• Sense of responsibility

• Able to work autonomously

• Dynamic, capable of making good suggestions

• Capable of adapting, managing priorities, and acting pragmatically

• Persuasive

• Interpersonal and communication skills, team spirit

• Integrity, honesty

• Interest for digital education and new technologies is appreciated

Conditions of Hiring

· Status: Renewable, 6-month fixed contract

· Beginning: ASAP

· Location: based in Cox’s Bazar, Bangladesh

· Salary and benefits: daily allowance, salary based on experience and BSF salary scale, insurance, lodging in Guest House, unaccompanied post

https://bibliosansfrontieres.secure.force.com/Offres/saisieCandidat?offre=a0e5800000IA8vnAAD

Documents to Send:

CV and cover letter (Subject: RH/BANG/CoordoAFL)

Three references with their contact information