Provincial Office Associate
- Career Category: Accounting, Banking / Finance
- Schedule:Full-time
- Salary: Negotiable
Department: Accounting and Finance
Level: Associate (Support)
Report to: Provincial Coordinator/Field Manager
Supervise: N/A
The Provincial Office Associate (POA) provides comprehensive operational support to the Field Office across Finance, Administration, Procurement, Logistics, and People Operations. This role ensures strong compliance with organizational policies, efficient financial processing, effective procurement practices, smooth office administration, and timely logistical support to program implementation.
The POA plays a critical role in maintaining accurate documentation, strengthening internal controls, and supporting program teams to deliver high-quality education interventions.
Compensation:
The salary range for this position will be determined based upon the experience of the candidate hired. Benefits including 13th month salary, performance bonus, provident funds, health and accidental insurances, leaves and staff professional development are also provided. Additional benefits include a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing the world through the lifelong gift of education.
Room to Read is an equal opportunity employer committed to identifying and developing
the skills and leadership of people from diverse backgrounds. “Disabled people of all types are encouraged to apply”.
Room to Read is a child-safe organization; all personnel must adhere to Room to Read’s Child Protection Policy, Child Protection Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.
- Finance and Accounting
- Prepare and review vouchers for staff cash advances, reimbursements, and direct payments.
- Record financial transactions in the accounting system (e.g., intacct) and review bookings from other Field Offices when required.
- Maintain accurate filing of financial support documents.
- Handle petty cash and prepare monthly bank reconciliation.
- Coordinate with banks for transfers, cash withdrawals, check deposits, and bank statements.
- Process internet banking (IB) for transfer, and deposit
- Support documentation related to construction payments and monitoring visits.
- Send and receive finance documents securely between offices.
- Participate in Finance meetings (online or in-person) and prepare/review meeting minutes.
- Assist in providing short orientations to staff on updated financial policies and guidelines.
- Coordinated with Field Manger to filling the supporting documents of Girls Education Technical Facilitator pay monthly fee of District Resource Person, Master Mentor, School Based Management such as monthly plan & school record.
- Coordinate with program to manage monthly cash flow, monthly cash forecast and BVA explanation.
- Monthly reconcile the digitize document in SharePoint.
- Administration and Office Management
- Manage Field Office hospitality services for visitors, partners, and staff (including hotel arrangements).
- Prepare and process payments related to office operations and utilities.
- Maintain official filing systems (Admin, Finance, HR, Programs) including stamping and recording incoming/outgoing letters.
- Maintain and update inventory and fixed asset registers (bi-annual physical count).
- Monitor and control office equipment, stationery, materials, and supplies.
- Manage motorbike check-in/check-out logbooks, fuel consumption tracking, and maintenance records.
- Maintain logbooks for repaired assets and borrowed materials (e.g., books, learning materials).
- Administer small office library and donation book inventory.
- Resolve office maintenance issues (restroom, water, electricity, repairs, etc.).
- Prepare monthly administration forecast and reports.
- Participate in Admin Team meetings and Field Office staff meetings.
- Maintain updated vendor lists and conduct regular market price surveys.
- Check and respond to official emails as required.
- Procurement and Compliance
- Obtain at least three quotations for goods and services in compliance with procurement policy.
- Prepare quotation comparison summaries and purchase orders.
- Process contracts and agreements with suppliers (including fuel stations and service providers).
- Verify goods and services received against specifications and approved quantities.
- Support procurement processes for:
- Program materials (Literacy Portfolio and Gender Equality Portfolio)
- Furniture and office equipment
- Training materials and printing services
- Transportation, accommodation, meals, and venue booking
- Ensure procurement documentation is complete and properly filed.
- Provide staff orientation on updated procurement guidelines when necessary.
- Logistics for Programs and People Operations Support
- Coordinate logistics for program training, workshops, meetings, and campaigns.
- Arrange venues, transportation, refreshments, accommodation, and material supplies.
- Support program teams during events to ensure smooth implementation.
- Conduct market surveys to update supplier database.
- Support preparation and distribution of educational materials.
- Assist in donor/guest visit preparation and hosting arrangements.
- Join selected program activities (e.g., workshops, award ceremonies, book leveling workshops) to support logistics and payments.
- Support job announcement posting at Field Office level.
- Support staff medical claim processes (inpatient and outpatient).
- Assist with staff orientation sessions on updated policies.
- Maintain HR documentation and filing system at Field Office.
- Other Miscellaneous tasks
- Attend staff forums, Annual Plan and Budgeting workshops, and annual staff meetings.
- Participate in 1:1 with supervisor, annual goal setting and mid-year/year-end performance reviews.
- Provide peer and supervisor feedback as required.
- Read and review meeting minutes, policies, guidelines, and program reports to stay informed.
- Performance other task assignment by supervisor
- Bachelor's Degree in Accounting or Finance or equivalent
- At least of relevant employment experience with NGOs or the private sector for 2 years
- Computer skills – MS Word, MS Excel or any accounting Software
- High level of financial and numerical skills
- Work experience in a fast-paced, growth-oriented environment
- Experience in dealing with and performing customers satisfaction work
- Experience in working with the poor in any kind of work is an advantage
- Detail oriented and extremely organized
- To be positive about change and be interested in the development of accounting systems
- Flexibility and ability to multi-task
- An ability and aptitude to learn quickly
- High level of reliability and honesty.
