ChildFund is hiring a
REPORTING STRUCTURE
This Finance and Administration Assistant is reporting to Finance and Administration Manager (FAM). S/he will work closely with program team as well as partners in Yangon as well as in ChildFund Myanmar target areas.
POSITION SUMMARY AND JOB PURPOSE
The position is responsible for assisting the FAM in leading, managing and supervising all aspects of ChildFund Myanmar’s system what includes developing, advising on and implements policies relating to the effective use of finance manual and employee handbooks.
KEY AREAS OF RESPONSIBILITIES
Key area 1: Administration
Answer the telephone, take and deliver messages to relevant staff if required;
Welcome guests and visitors if required;
Maintain a good effective filing system both hard copy and electronic copy in an Administration manner of all finance, administration documents;
Ensure efficient use of office equipment (air-conditioner, computers, printers, fax, telephones, photocopier, et) by staff, guests and consultants, including the relevant recording of all usage and maintenance records;
Make arrangements for domestic and International travels (accommodation and overnight stay at project site) for staff, donors, sponsors, visitors and stakeholders with particular emphasis on field trips in consultation with FAM;
Manage the cleaning of the office and ensure that the office is in tidy at all times;
Provide administration support to other teams as required: stationary order, purchasing, arranging for quotations, preparing payments etc.
Assist FAM to ensure that office equipment is in efficient working order;
Ensure that stationery, kitchen supplies are available, including special requests that have been made by staff in advance and also process stock taking record as required
Obtain quotes and order office supplies such as stationery and general office equipment, adhering to the national purchasing policy by sourcing best suppliers in terms of price, quality and services and ensuring necessary quotes and bids are obtained, as requested
Arrange maintenance as required or on periodic contract basis for communication systems and other equipment; phone, email, fax, photocopier, etc. with relevant contractor.
Key area 2: Financial Management and Reporting
Assist FAM in preparation and make payment for all expenses and ensure that all payments are to be made in compliance with ChildFund Myanmar policies and procedures;
Assist in check staff claim, advance, acquittal submit to FAM on timely manner as required;
Assist in helping Program team to ensure high-level organisational compliance with financial controls and expenditure monitoring procedures.
Assist FAM to ensure all payments to suppliers adhere to organisational policy and are paid on time;
Assist in maintaining comprehensive filing systems for all accounting documents and financial reports
Managing cash book within specific format, collect bank statement and other relevant docume
Key area 3: Liaison and Coordination:
Liaise with landlord regarding rental payment arrangeme
Attend workshops and NGO networking forums as requested, to ensure ChildFund Myanmar is updated fully on all relevant administration and financial legislation issues
Assist in collaboration with relevant budget holders, ensure the provision of administration and logistical support to all other departments in offices
Assist in providing logistic support to other sectors of ChildFund’s program where appropriate upon request
Participate in external workshops and other meetings, as requested
REQUIRED COMPETENCIES/EXPERIENCE/QUALIFICATIONS
Core values:
Core competencies
Functional/Technical Competencies
Qualifications & Experiences
Sound experiences in administration and finance including book keeping, banking, managing cashbook, filing and office administration;
University qualification in finance, business administration or other relevant discipline
Good written and spoken English and Myanmar;
Experience in translation and interpretation from English to Myanmar and vice
Mature, dynamic, hard-working, well-organized and systematic
Demonstrated initiative with minimal supervision, results-oriented, strong analytical skills, excellent communication skills, and problem solving skills
Discreet and respectful of confidentiality
WORKING CONDITIONS & OTHER ESSENTIAL REQUIREMENTS
The successful candidate must have the right to work in Yangon office;
Adherence to written confidentiality policy/agreement is required;
Some local and international travel will be required;
Permanent appointment to this position is dependent upon successful completion of the Police check/Statutory Declaration and signing of ChildFund Myanmar child protection policy and procedure code of conduct;
In this position you will be required to conduct follow-up Police check (optional) and Statutory Declaration every 2 years or at any other time when required to do by ChildFund Myanmar;
Commitment and adherence to ChildFund Myanmar policies and procedures is require
STANDARD OCCUPATIONAL HEALTH AND SAFETY (OHS) RESPONSIBILITIES FOR NON- SUPERVISORY STAFF