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Finance and Administrative Coordinator
Duties
- ADMINISTRATIONS AND LOGISTICS
- STAFFING
- Maintain and Update all and Staffs List for Project Manager and Phnom Penh Office Administrator
- Assist Project Managers for preparing project staffs contract in Khmer and work closing with WCS PP Administrator
- Prepare new staffs recruited profile send to WCS Head office for covering insurance which hired.
- Coordinating insurance arrangement for the staffs whose is in patient with WCS Head office Administrator and prepare for completing insurance claim forms to FORTE
- Prepare local, International Staffs list and updated Visa for provincial authority
- Make arrangements for staff to be evacuated on medical emergency
- OFFICE
- RADIO Communication operation
- Supervise Office Security, Maintenance and cleaning
- Monthly office expense bill (EDC and water, etc.)
- Take responsibility for management of computers particularly removal of viruses and updating of anti-virus software
- Maintain networking for office in printing and internet use
- Keep all office administrative and financial proceedings confidential
- OTHER CORRESPONDENCE
- Arranging police security for project staffs and all correspondence and official documents to/from government agencies and other organizations
- Record all correspondence In – Out and inform the subject of the letter to project managers or whom in charged and related
- EQUIPMENT
- Monitoring and update project’s assets management such as inventory of the office and sub-office in the fields including (Equipment, Material, Furniture and Vehicles) and documentary for donors auditing
- Keep and maintain records In & Out for daily use of equipments
- Record new purchases and Update Fields and Office Equipment Assets
- Maintain and update Inventory list of Office and Sub-Office in Fields (Equipment, Materials, Furniture and Vehicles) for Northern Plains Project
- Arrange procurement with regards to project Materials/Equipments
- Process purchase orders for relevant services, materials and equipment as requested by project
- VEHICLES AND MOTORCYCLES
- Vehicles and Motorcycle administration
- Arrange the use of project vehicles and Motorcycles, Gasoline and fuel consumption
- Supervise drivers on recording log book, vehicle movements, maintenance and completing monthly vehicle expenditure report
- Prepare annual expense report of Vehicles and Motorcycle for WCS PP to NY
- COORDINATION
- Coordinate on travel and accommodation for donors, study tour group in the project and eco-tourism sites
- Arrange for the meetings/workshops with Government Department and Agencies donors and other partners organizations
- Submit and participate workshop with Provincial, District and Commune on Integrations Plan and Provincial Investment Plan for the projects
- Combine workshop, meeting and training report from project staffs and submit to Technical Advisors and Managers
- Assist Finance and Administrative Manager to identify problems and solutions during monitoring financial situation of projects
- ACCOUNTING & FINANCE
- Arrange payment to vendors and suppliers with regards to Utilities, Vehicles fuel and Motorcycles Gasoline consumption cost
- Prepare project cash advances for office
- Maintain and update project accounts and bank reconciliation
- Dealing with administration of signatory panel for office bank accounts
- Prepare monthly payroll, allowances including office and PVH-PF
- Periodically revise the financial status of the project for separate fund, donors and alert the Teams Leader for reporting monthly expenditures and impending under/over expenditures
- Prepare monthly Expenditure report of Northern Plains projects including (Office, PVH-PF, Patrol Team and Village Community Funds)
- Assist Team Leaders to prepare monthly expenditure reports, following cash advances for Project Managers at end of the month
- Assist Project, Finance and administrative managers in the development, monitoring and review of annual budget work plan
- Check and rectify monthly expenditure report and close cash advance for each projects and field teams work to report to WCS Cambodia Head Office
- Small Grant, maintain and prepare small grant to project’s staffs for the communities
- Maintain, update and reporting for eco-tourism communities funds including bank accounts and transaction of the revenues and expenditure
- Conduct accounting system for field staffs and communities
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