Finance and Administration Officer – ACCESS 2
Position Summary Expectations - Duties, Responsibilities
About the Opportunity
The Finance and Administrative Officer is responsible for petty cash management, administrative, events and logistics coordination and office support assignment. With strong administrative skills and the ability to handle multiple priorities and meet tight deadlines with minimal supervision. Excellent communication and organizational skills are essential, as is proficiency with MS Office Suite and general computer skills. This position will supervise office assistant/receptionist and driver position.
- Petty Cash Management
- Act as petty cash custodian and ensure that claims are eligible for reimbursements and approved by the budget holder.
- Review travel claims and per diems, coordinate with Program personnel on necessary clarification or documentation, and ensure they conform with Abt travel-related expense policy prior to reimbursements.
- Maintain work area files and records, routinely scan documents, check, and ensure completeness of stored supporting documents.
- Provide logistical & clerical work support to ACCESS 2 operations including general banking duties.
- Documenting
- Support program team to prepare documents for printing and copying, upon final approval of the Team Leader and/or DTL & Operations Manager.
- Keep all reports filed systematically in both electronic and hardcopy formats.
- Coordination and Logistics
- Ensure all project administrative activities are coordinated effectively.
- Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events.
- Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits, and DFAT/counterpart visits.
- Provide administrative support to team members.
- Review supplier contracts and contracts for terms and conditions.
- Empanel potential suppliers and vendors for support ACCESS 2 operations and program task at national and sub national level.
- Procurement
- Develop a Master procurement plan in place for ACESS II in consultation with team members and ensure the plan is updated as needed and reviewed every 12 months.
- Maintain a Master procurement plan and develop and maintain accurate, effective and up to date procurement tracking tools to ensure that procurement as planned to meet the working requirements of the company.
- Find quotations and make quote comparison/assessment.
- Submit invoice and purchase request to Finance and Administration Manager.
- Coordinate to deliver purchased goods to the office.
- Process external purchase orders and obtain quotations of goods, equipment, and services, as requested by relevant stakeholders.
- Ensure that the procurement request and approval process is adhered to, and supporting documents are completed before the approval of any procurement.
- Ensure accurate, complete and up to date files are maintained.
- Monitor ongoing procurement activities against the agreed procurement plans, and pro-actively provide timely advice on the likely problems or delays to relevant stakeholders.
- Report any problems or potential conflict of interests.
- Work closely with operations teams and program team to ensure the products/materials are available in stock.
- Escalate any procurement lapses immediately to the line manager and other concerned manager.
- Administration
- Support the Operations Manager and operations & program teams with timesheet submission.
- Oversee and guide the duties of the Office Assistant.
- Oversee all administrative functions within ACCESS 2.
- Coordinate with program teams to manage tasks that are linked to administration, e.g. office space management, office, supply stocks, office security, assets and inventory, fuel logs, vehicle logs, office stationaries, etc.
- Ensure all fixed assets are coded properly and are posted on the system and monitored and updated regularly.
- During any health emergencies manage communication and delivery of medical support to staff.
- Be the focal person for all administrative matters internally and externally, work with zero tolerance on any fraudulent activities.
- Ensure all staff are inducted properly and are aware of and adhere to policies and procedures.
- Other tasks as assigned by the Finance and Administration Manager.
- We are seeking an individual who has:
- Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
- Minimum of three (3) years of experience in accounting, operations and administrative roles, preferably in the non-profit sector and experience in liaising with INGOs or similar organization.
- Fluent in Khmer (written and spoken) and full working proficiency in English (written and spoken)
- Excellent organizational, analytical, and problem-solving skills.
- Strong communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Administrative skill and computer literate, with a particular focus on formatting functions (e.g. Section breaks, table of contents, inserting PDF’s, etc.).
- Knowledge of relevant regulations and legal requirements.
- Strong interpersonal skills and the ability to work under pressure
- Strong organizational, interpersonal & management skill and excellent team player
- Multi-tasking (prioritizing and juggling various tasks effectively).
- Be able to travel both local and international
