The Senior Finance and Administration Assistant contributes to the resident mission (RM) by assisting in the areas of financial management and control, reporting and assistance in general office administration and logistics, 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 senior national staff (NS).
Responsibilities:
Prepares/verifies the necessary purchase orders, vouchers, receipts, and other supporting documentation for RM’s financial transactions, according to ADB’s guidelines and procedures.
Assists the Senior Finance and Administrative Officer in preparing mid-year and annual budget estimates for submission to ADB HQ.
Maintains liaison with host government agencies to facilitate and follow-up on requests for tax exemption, issuance, renewal, and reimbursements.
Assists in the procurement of office items (institutional procurement) following e-Proc System and other ADB guidelines and maintaining strict internal controls. Prepare cost comparison charts and initial verifications of quotations obtained from the suppliers for final verification by the Senior Finance and Administration Officer, including requisition form and purchase/work order.
Assists in the implementation of ISO 2009:2015 Quality Management System on NRM F&A function.
Follows up general office and personnel administration when necessary.
Maintains and manages filing system on finance/administrative matters.
Assists in booking air seats for official travel of NRM staff, visiting missions, and government participants attending ADB funded training workshops overseas, including follow-ups on visa issuance with concerned agencies.
Maintains liaison with various service providers, government offices and other stakeholders to ensure adequate levels of service.
Assists in monitoring the operation of office equipment, including office vehicles for regular maintenance and upkeep. Monitor analytical data on fuel consumption and maintenance works of office vehicles and RM’s standby diesel generators, including other office facilities.
Assists Senior Finance and Administrative Officer in the supervision of General Services Staff (regular and directly hired contractual staff).
Performs any other duties as required and reflected in the incumbent’s workplan.
Qualifications:
Relevant Experience and Requirements:
Bachelor's degree in business administration, accounting or equivalent professional and/or academic qualifications.
At least 5 years’ experience in financial accounting and general office administration including logistics.
Suitability to undertake the responsibilities mentioned above at the required level.
Solid numerical ability.
Proficiency with computer software for information management and generating ad hoc reports.
Knowledge of relevant procedures, guidelines, and standards.
Ability to work independently and set own work priorities.
Ability to work collaboratively with teams as a constructive team member.
Good command of written and spoken English.
Please refer to the link for ADB Competency Framework for Administrative Staff 5.
