Job: Admin Finance Assistant

Location: Myanmar
Deadline: Thursday, 25 July 2013 

Description

Job Title: Admin Finance Assistant

Place of Work: Pyin Kha Yine (Ayeyarwadday Region)

Grade: 5

Reports to: Area Manager

Reporting to: To be determined

Budget Responsibility: None

Child Protection Level: 3 (The responsibilities of the post require you to work directly, or have frequent contact, with children or young people, individually or in groups)

Job Purpose

• To assist field operations with administrative functions in communication, logistical and clerical requirements and assuming the financial responsibilities in the field offices including cash/float management and recording financial data in Excel spreadsheets.

Key accountabilities

Administrations:

1. Manage field office administrative system including maintenance and repair of office equipment, maintenance and repair of office building

2. Make regular payments (such as house-rent, utility charges for water, electricity) and periodical payments as and when required

3. Obtain quotations for procurements costing in accordance with the procedures

4. Maintain and report inventory of capital goods costing in accordance with the procedures

5. Register, submit and file daily incoming and outgoing correspondence

6. Report to Area Manager/Team Leader any cases, known or suspected, of fraud within Save the Children

7. Maintain a filing system

8. Maintain a register on books and publications in the field office

Finance:

1. Make various payments as per the authorization and approval of Budget Holders, Area Manager and in accordance with Save the Children’s financial management policy.

2. Ensure that all collections and payments are done against serially pre-numbered cash receipt and cash payment vouchers.

3. Carry out weekly and monthly cash counts with senior managers and ensure the cash balances at the end of the month are minimised to reduce the Foreign Exchange losses

4. Liaise with the Head Office in Yangon regarding all relevant financial issues.

5. Ensure timely and accurate preparation of cash transfers requests from Head Office in Yangon based upon the appropriate cash requirement forecasting.

6. Ensure sufficient cash availability in safe at all times. Ensure transparent methods of cash transactions using the manual cash book and conduct cash counts and reconciliation on a weekly and/or random basis for all cash accounts by developing an appropriate timetable.

7. Ensure conforming to the minimum standards and requirements set up in B7 SUN training module (float) and additional relevant guidance in float management and controls, including issuing, reconciling and recording the floats.

8. Fill in the relevant SUN payment/receipt vouchers for all (sub-office name) transactions ensuring accurate description, coding and enclosing relevant required supporting documents.

9. Carry out the regular financial data entry into the Sub-Office Excel spreadsheets based on SUN vouchers.

10. Ensure that all financial transaction are coded appropriately as required under the SUN accounting system. Liaise and consult with Budget Holders and Yangon Finance Department asneeded.

11. To undertake month end procedures in a strict compliance with financial diary and ensure timely sending the Electronic and Manual Returns to Head Office in Yangon

12. Make recommendations, where necessary, for the improvement of existing financial systems/controls, as well as request for support from Yangon for additional guidance, training, advice on improvement wherever the need is seen.

13. Organizing (sub-office name) finance filling system in accordance with the required standards to ensure clear logical audit trail.

14. Take backup of the Sub-office financial electronic data (spreadsheets) on a daily basis as prescribed by the J6 SUN Training Module (backup) making the appropriate records into the backup register.

15. With the support of Yangon Finance team facilitate the process of internal and external audit providing necessary financial documents and other information as requested by the contracted Audit company

Others:

• Typing reports and daily correspondence
• Supervise support staff in smoothly operation of field offices
• Perform any other relevant duties related to finance assigned by the supervisor
• Comply with all relevant Save the Children policies and procedures with respect to health andsafety, security, equal opportunities and other relevant policies
• Carry out the responsibilities of the role in a way which reflects Save the Children's commitment to safeguarding children in accordance the Child Protection Policy

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

Honest, encourages openness and transparency

Person specifications

• University degree or the relevant specifications in financial management or accounting
• Three years professional working experience, in development sector preferred
• Professional working experience with international organizations preferable
• High level of integrity and ability to work as part of a professional team
• Ability to work under high pressure to meet tight deadlines
• Skills in administration
• Proven team working ability
• Willingness to work in field office location
• Computer proficiency, especially MS Excel

Interested and qualified candidates are requested to send an Application Letter, Curriculum Vitae and Clearance of Criminal Record (by resident township police station) ( all attached file should be in Microsoft Office or Adobe Acrobat format only, not to send with Jpg file) to:

Human Resources Department| Save the Children| Wizaya Plaza-First Floor| 226 U Wisara Road| Bahan Township| Yangon| Myanmar

Email address: recruitment.myanmar@savethechildren.org Not later than 5 P.M., 25 July 2013(Thursday).

Note: Candidates are also requested to mention in the applications if there is, blood/marriage relationships with the existing Save the Children employees. No

requirement of photo or copy of certificates and only short-listed candidates will be contacted.

Remark: For those who failed to mention or incorrectly mention the apply position title,

Programme/Sector name and location in their applications, we will consider those as disqualify and we will not consider for short list.