The Associate Finance and Administration Coordinator contributes to the resident mission (RM) by coordinating in the areas of financial management and control, reporting and assistance in general office administration, including personnel management follow-ups to the functions of the Finance and Administration Unit. The incumbent will report to a designated international staff (IS) and/or senior national staff (NS).
Responsibilities:
Finance/Accounting/Treasury Functions:
Compiles annual administrative expense budget such as travel and staff consultant budget, monitors and analyzes utilization to ensure that expenditures are properly accounted for and that deviations from forecasts are justified; establishes and maintains a computer-based information system for budget administration and monitoring.
Reviews, verifies, and validates the accuracy and propriety of supporting documentation from internal and external claims, payments and various other accounting transactions within closely defined ADB procedures and guidelines, processes transactions through preparation of appropriate disbursement or journal vouchers or other relevant payment documentation.
Maintains petty cash and prepares statement of expenditures. Assists in preparation of accounting, reconciliation reports/statements and vouchers for various expenses and payroll for local staff.
Assists in monitoring banking and treasury functions, reviews and processes payments, replenishment, and liquidation to ensure compliance with accounting requirements in use of imprest accounts.
Assists in preparing and monitoring multipurpose loan and repayment schedule for Resident Mission (RM) local staff.
Assists in preparing administrative staff overtime, maintains records of utility bills of office and expatriate staff.
Maintains and updates relevant databases and records for finance and accounting functions of the office.
Disbursement:
Assists in disbursement of funds from RM imprest account to finance training of project personnel, seminars, procurement, advance payment to consultants, etc.
Assists in disbursement of TA/RETA funds from RM imprest account and preparation of liquidation report and its submission to CTL.
General Administration and Coordination
Provides support in matters relating to inventory, maintenance, and disposal of office furniture and equipment, materials, and supplies.
Ensures ADB avails tax exemption benefits, especially in VAT claim and refund process with Government.
Others
Performs other tasks as assigned and reflected in the incumbent’s work plan.
Qualifications:
Relevant Experience & Requirements:
Bachelor's degree in business administration or accounting or equivalent professional and/or academic qualifications
At least 5 years’ experience in financial accounting and general office administration.
Suitability to undertake the responsibilities mentioned above at the required level.
Solid numerical ability.
Proficiency with computer software in common use; proficiency in use of computer database to input and extract information and to generate standard and ad hoc reports.
Knowledge of relevant procedures, guidelines and standards.
Proven ability to work independently and set own work priorities.
Ability to work collaboratively with teams as a constructive team member.
