Finance and Administrative Assistant

Main Tasks:

Under the direct supervision of the Senior Finance and administration officer, the Finance and Admin assistant will be responsible for the timely completion of finance and administration support services in a range of Finance and Administrative areas encompassing finance and general administration support, in compliance with the applicable standards; as well as ensure strategic and efficient management of project financial resources within the donor expectations and the organization’s  requirements.

Specific Tasks:

1. Finance

• Responsible for handling cash and cash control on a daily and monthly basis.
• Responsible for the preparation and reviewing of the Cash payments of the project office.
•  Recording daily cash transactions.
• Prepare checks, handle office petty cash fund, and effect payment as approved.
• Handle project office advance, effect payment for training, workshops, and other related activities as necessary.
• Maintaining and keeping finance documents properly until s/he submits them to the Senior Finance and admin officer.
• Work closely with the Senior Finance and Administration officer to ensure smooth operation and compliance with organization’s finance standards and deadlines.
• Assist in maintaining accounting records, monthly report preparation, and ensuring the completeness of the report.
• Handle income tax and pension settlement to the government and document all necessary supporting documents and submit to the Senior Finance and admin officer or to the Programme office.
• Responsible for preparing and reviewing all the supporting documents for the finance transactions to ensure full compliance with the organization’s financial standards, procedures, and requirements.

2. Administration and office Management

• Ensure timely settlement of monthly project office utilities bills such as water, electric utility, and internet service.
• Responsible for the day-to-day efficient running of the office facilities (telephone, internet, utilities, equipment, etc.) of the Project Office.
• Maintain reasonable stock of fast-moving office supplies and stationery necessary for running office operations of the project office.
• Handle hotel reservation, flight bookings and transport arrangements as necessary.
• Dispatch outgoing letters in time; and handle other relevant tasks.
• Any other duties that may be deemed appropriate for this role and other necessary tasks given by the line manager.

• BA degree in Accounting and Finance or Management with a minimum of 2 years of working experience in NGO financial management and/or accounting.
• Proven experience in managing accounting software.
• Strong knowledge of internal control system and procedures.
• Self-motivation and excellent skill in teamwork.
• Computer literate with advanced skill in using MS-excel & word.
• Able to take initiative and work with limited supervision, organized, attentive to details, high levels of integrity and loyalty.
• Ability to work under pressure; and as part of team, manages stress & maintains high performance and organization wide cooperation levels.