Admin & Finance Assistant
Expectations - Duties, Responsibilities
- Assistant Admin & Human Resource:
- Liaison with companies, NGOs, government agencies, & other public sector, head office, other projects, and agencies as appropriate.
- Make travel arrangements for staff, including booking of tickets and accommodation.
- Ensure that insurance policies relating to employees and vehicles are monitored and updated.
- Develop and maintain an appropriate filing system to include all essential relevant documentation to ensure accurate tracking and documentation for audit purposes.
- Asset and equipment management – ensure that new purchases and equipment are recorded onto the assets and equipment lists in a timely manner. Update assets and equipment list.
- Ensure that all vehicles are properly maintained, which include using logbooks and produce monthly fuel consumption for all cars, motorbikes
- Regularly monitor and update staff attendance, annual and sick leave record of all staff.
- Ensure the adequate supply of stationeries in the office and monitor the consumption.
- Make local purchases of projects and office supplies.
- Receive visitors to the office and convey their messages promptly.
- Ensure that the office building is safely locked outside office hours and that all vehicles are secured in the compound.
- Prepare and pay work permit, NSSF, file annual declaration of MOC, renew patent, vehicle tax road and other tax payments properly and timely without penalty.
- To perform other duties as assigned by Admin & Finance Officer and Project Manager
- Finance
- Assist AFO to maintain QuickBooks accounting system for GSI and produce accurate reports timely on a monthly basis and as per requirement.
- Assist AFO to make sure all financial transactions of GSI, GNCS, and KCCD are carried out and recorded in accordance with standard financial procedures.
- Assist Admin & Finance Officer to produce monthly financial report, annual report, tax declaration to tax Department, monitor expenditure, evaluate accounting and internal control systems and identify and communicate control risks, potential consequences and recommendations.
- Assist Admin & Finance Officer to prepare filing account documents and submit annual reports to ACAR.
- Oversee cash flow control of bank and safe-box; and prepare an accurate excel report of bank register, bank reconciliation, cheque book data, safe-box register, and cash count.
- Ensure all cheque books are properly maintained in a safe place; issue cheques for all accounts due with accurate reporting.
- Transfer all fund dues to designated accounts accurately and timely.
- Manage and make sure that there is enough cash flow to maintain daily operation.
- Assist the Admin & Finance Officer in monitoring cash held to make sure that there is always enough cash for all expected financial transactions.
- Assist Admin & Finance Officer to make monthly payment to suppliers and other institutions.
- Oversee Account Receivable Report, Remove System from uncollectible customers.
- Spot check on money collection with TT and freelancers and remove system from uncollectible customers.
- Assist AFO to prepare monthly and annual tax declarations accurately and timely.
- Assist AFO to ensure all tax payments are carried out on time - no delay or penalty occurred.
- Manage Account Payable and unearned revenue with GNC and other vendors.
- Prepare and ensure payroll registers including net payment, NSA fund, and provident fund are accurately calculated; make payment as per approval and ensure all payroll slips are well acknowledged and documented.
- Monitor incomes plan and expenses plan by analyzing actual income and actual expenses and discuss with line management for further action.
- Prepares materials for annual budget planning such as analysis, budget performance reports and year-end close data.
- To perform other duties as assigned by Admin & Finance Officer and Project Manager.
- Stock Management:
- Purchase inventory/items from suppliers
- Daily control on Water Purifier, Water Station and Solar stocks.
- Produce Weekly and monthly reports on Water Purifier, Water Station and Solar stocks.
- Do physical counts on inventory/items once in a month
- Prepare product code and stick code on products
- Work with technical staff and Admin team to produce recipe of Water Purifier, Water Station and Solar
- Prepare Inventory forms when take in and out materials
- Not allowed to give stock keys to other staff without permission from supervisor
- Ensure stock has enough materials
- Make sure stocks are safe and products in stock are good quality and arrangement
- Manage stock through FIFO (First-In, First-Out)
- Make sure while taking in and out materials with enough supporting documents
- Design plan for stock management
- Sale and Account Receivable Management:
- Monthly collecting money from land and floating areas (GSI)
- Monitor freelancers for cash receipt and organize target plan to collect money
- Prepare monthly sale report
- Produce monthly income vouchers with supporting documents
- Make sure contract of customers and CMS file are properly filling and keeping the safe place
- Ensure the customer code is accurate and no duplicate
- Contact with customers on sale
- Update new customers in sale reports
- To perform other duties as assigned by Admin & Finance Officer and Project Manager
- Graduated or Year IV student majoring in Business Administration, Accounting and Finance or related degrees
- Having knowledge and experience on admin, HR & finance works, tax
- Able to communicate in English and Computer skill (Quickbook program, Ms word, Excel, PPT)
- Good organizational, interpersonal and communication skills
- Demonstrate honest and professional behaviors in dealing with others
- Willingness and ability to improve knowledge and skills.
- A commitment to the aims and policies of Good Solar Innovation Co., Ltd
Admin & Finance Intern
Expectations - Duties, Responsibilities
- Accounting System - QuickBooks and Excel
- Support AFO and AFA to maintain QuickBooks accounting system for GSI and produce accurate reports timely on a monthly basis and as per requirement.
- Support AFO and AFA to make sure all financial transactions of GSI, GNCS, and KCCD are carried out and recorded in accordance with standard financial procedures.
- Cash Management
- Support AFO and AFA to oversee cash flow control of bank and safe-box; and prepare an accurate excel report of bank register, bank reconciliation, cheque book data, safe-box register, and cash count.
- Support AFO and AFA to ensure all cheque books are properly maintained in a safe place; issue cheques for all accounts due with accurate reporting.
- Support AFO and AFA to transfer all fund dues to designated accounts accurately and timely.
- Support AFO and AFA to manage and make sure that there is enough cash flow to maintain daily operation.
- Taxes Management
- Prepare monthly and annual tax declarations accurately and timely.
- Ensure all tax payments are carried out on time - no delay or penalty occurred.
- Budget Management and Cost Effectiveness
- Monitor incomes plan and expenses plan by analyzing actual income and actual expenses and discuss with line management for further action.
- Prepares materials for annual budget planning such as analysis, budget performance reports and year-end close data.
- Fresh graduated or Year IV student majoring in Business Administration, Accounting and Finance or related degree.
- Good knowledge of finance, accounting, administration, and taxation for private companies.
- Experience in accounting system, QuickBooks for private company
- Able to communicate in English and Computer skill (Ms word, Excel, PPT)
- Good organizational, interpersonal and communication skills
- Demonstrate honest and professional behaviors in dealing with others
- Willingness and ability to improve knowledge and skills.
- A commitment to the aims and policies of Good Solar Innovation Co., Ltd
