Provincial Finance & Administrative Assistant
location: Based in Banteay Meanchey Province, Thma Pouk District
Salary: The monthly gross salary for this position is USD 568
Position Based: Banteay Meanchey Province, Thma Pouk District
Working hours: Monday – Friday, 8:00 am – 12:00 pm, 1:00 pm -5:00 pm
Duration: 6 months
Job purpose
The Provincial Finance and Administrative Assistant provides a timely, full and accurate accounting service and administration, to support the Malaria Consortium teams at provincial sub-offices, in implementing project activities in collaboration with the Provincial Health Department, Operational Districts and Health Centers.
Scope of work
To provide transparent accounting transactions, including correct and timely reporting to the Malaria Consortium country office finance department, following the guidelines of the donor. Handling and completing all administrative requirements required by Malaria Consortium as well as National and Sub-National Governmental authorities, to guarantee the smooth running of the provincial office and the implementation of project activities in the province(s) and operational district(s).
Key working relationships
The Provincial Finance and Administrative Assistant is supervised by the Field Implementation Manager, and will work closely together with Field officers, based in the provincial office. Direct collaboration is expected as well as with the accountant and the Finance Department team in the Malaria Consortium Country Office, and occasionally with the other member of the Senior Management team at the Phnom Penh office.
- Finance 65%
- Assist the Field Implementation Manager in preparing the monthly budget plan, and support the month-end close by collecting all supporting documents from the field team.
- Coordinate of field team advance and settlement before sending country office
- Assist field team to request advances timely
- Assist field implement manager in all payment requests ensure calculation correctly, use correct coding, use correct template
- Assist field team to settlement all activity advances and TAF advances timely
- Assist and advice field team to keep compliance with MC policy
- Assist field team in request for direct payment request
- Assist field team to make payment to beneficiaries and suppliers timely.
- Work closely with CMOs to verify and check VMWs/MMWs travel and allowance list, attendance list and ensure payments are made correctly and timely
- Work closely with CMO’s and field implementation manager to verify and check the PHD-, OD-, HC- officers and CNM staff travel and allowance list and ensure payments are made correctly and timely
- Work closely with field team and ensure enough all supporting documents and original receipts
- Office payment
- Ensure timely request for payment request for office landlord/ suppliers
- Ensure timely payment for office electricity, water suppliers, internet service and other office operation costs.
- Reporting to Finance Department
- Ensure timely and accurate reporting of the finance data and documents to the Finance Department in the Country Office
- Filing System
- Ensure all supporting documents and financial filing system is organised, authentic and complete
- Liaise with internal and external auditors, bank and other suppliers
- Act as the first point of contract for all payment queries
- Assist with some field spot checks and suppliers spot checks as necessary and internal control to prevent fraud
- Other occasional tasks as required by Country Finance Manager
- Administration: 35%
- Ensure smooth running of the in Thma Pouk offices, under the guidance of the Field Implementation Manager
- Ensure smooth running of the office, manage and monitor office facilities and assigned support services to ensure their effective and efficient operation as well as maintenance; ensure the safety, supplies and service of equipment with support by Field Implementation Manager;
- Oversee all service & maintenance contracts with support by Field Implementation Manager,
- Monitor and manage office supplies, including stationery and other consumables.
- Take custody of all office assets, tracking movements, regularly updating the Asset register and performing spot checks with support by Field Implementation Manager.
- Ensure that all office facilities & equipment are always functional and be in charge of arranging any repairs, replacements & maintenance with support by Field Implementation Manager
- Participating in MC staff meeting
- Perform other relevant duties as assigned by the Field Implementation Manager
- Qualifications and experience:
- Essential:
- Bachelor’s degree in accounting or related fields.
- Working knowledge of project accounting experience
- Experience with banking and e-payment.
- Minimum of 2 years’ experience in overall functions of finance and administration
- Work-based skills:
- Essential:
- Ability to train all levels of staff in financial policies and protocols
- Demonstrated competence with Microsoft Office and accounting software experience
- Sound analytical and problem-solving skills
- Strong organizational skills and ability to prioritize multiple tasks
- Willingness to learn more skills
- Ability and willingness to travel locally
- Able to manage and priorities multiple tasks
- Attention to detail
- Desirable:
- Ability to use Microsoft Office (Word, Excel, MS Outlook)
- Good in English language (verbal, writing, and listening)
- Good communication and can work within a multi-cultural environment, including both national and international staff members
- Willingness to learn new skills
