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Job Description - Admin and Finance Support Officer (AFSO)

Advocacy and Policy Institute (API)

Job Description: Admin and Finance Support Officer (AFSO)

 

Location:  1 position based in Phnom Penh.

Contract type:   Unlimited contract

Salary & Benefits:US$454 gross salary (+13th month) plus other benefit package

Report to: Admin and Finance Officer

Closing date:  26 June 2017 at 5.00pm

Interview date: 01 and 02 July 2017.

Introduction to API

The Advocacy and Policy Institute (API) is a Cambodian non-profit and non-government organisation with a mission to serve the long-term democratic and social development needs of Cambodia. API is committed to working with all institutions that share its values for positive and peaceful social change, and encourages cooperation among government, citizens and the private sector. For more detailed information about API, please access our website: www.apiinstitute.org

Job Purpose

AFSO will be working closely and line managed by the Admin and Finance Officer. He/she proactively provides comprehensive finance, administration and logistical support to Admin and Finance team and Program team

The role: The AFSO will be responsible for:

·       Completing a wide range of office administration and finance tasks including purchasing equipment and materials following procurement policy, booking etc.

·       Maintaining financial filing and documentation, staff personal documentation, asset management and inventory, office supply.

·       Checking financial support documents against expenditures and policies, preparing documents for audits, preparing monthly salary tax, updating various financial reports, data entry into system if require.

·       Supporting in the process of preparing documents for external auditor. Supporting staff recruitment.   

·       Assisting Program Team for any project administration, logistic and expenditure including obtaining financial supporting documents (30%).

 

Main responsibilities are: 

1.     Administrative and Logistic Support:

·       Provide hospitality to visitor, receive phone coming and transfer to other staff and make sure all correspondences are correct, enough of attachment and order number before sending out (memos, faxes, letters, etc).

·       Maintain administration filling and prepare in order easy to find out Keep record all letter in & out, mission letter by separate folder and in order number and delivery immediately any letters in to recipients and confirm the participation.

·       Prepare the authorize letter within order number to staff who are authorized to collect payment from outside.

·       Update staff/volunteers/advisors and API Board and supplier contact list and send to staff every the end of the month.

·       Manage and control staff on leave and produce the report by monthly every the end of the month and public to all staff by stick it on information board. Alert immediately to staff take leave without leave request form and ask them complete with full signature from direct supervisor and release staff time sheet every 20th to all staff.

·       Prepare and provide the logistic arrangement/ support for any meetings/ events such as prepare refreshment, LCD Projector and participate in the meeting if needed etc.

·       Overseeing the proper use and ensure effective functioning of API’s information technology hardware and software through regular maintenance and rapid emergency support when needed.

·       Notice the public holiday to API board, staff, volunteers, advisors, partners, networks etc regarding to public holiday approved in the year and any notice any information on the information board.

·       Prepare and make sure all forms are available in tray and in the right place.

·       Prepare and manage any agreement such as publication agreement, consultancy agreement, MoUs..etc and make sure there are available in place and in order of arrangement and update all of them every month. 

·       Control and manage vehicle, fixed asset, publication and produce monthly report.

·       Control office stationary/ supply and first aid kids and prepare monthly request and/or request for payment such as on office rental fee, electricity payment and garbage collection fee, communication for staff, monthly payment pre-internet payment, office supplies and stationeries.

·       Supporting to Admin & Finance Officer on tax payment and declaration, check the supporting document, re-calculation of cash advance/ settlement/ other request and prepare documents for external auditor.

·       Supporting in the procurement process such as prepare the invitation/ request for any biding/ quotations by public posting and/ or through e-mail, form the committee for quota specification and opening by taking the minute of the meeting, prepare purchase order, prepare contract and notice to suppliers/ service providers who are not selected and endure it is follow the procurement procedure.

  • Maintain and regular update staff/ volunteers/ advisor personnel filling by quarter every 5th (there are Cover letter, CV, Certificates, Employment contract, Offer letter, Family record book, birth certificates, attachment of policies, personal information, ID card, Passport, Driving license, Insurance, Performance review, Merit increase letter, Promotion letter, Termination/ resignation, …etc), prepare package for new staff and introduction to each other and prepare the renewal of employment for approval.
  • Supporting to recruitment panel in recruitment process such as posting job announcement, print CVs, do short list sheet for the committee, call contact for writing test and interview, notice to non-selected candidates etc.
  • Supporting the process of probationary assessment, annual staff performance review and ensure it is follow the procedure

2.     Program Support, field monitoring and reporting:

  • Assist Program Team for any administration, logistic and financial management and monitoring support. This is based on mutual agreement between Admin and Finance Team and the Program Team. The estimation of time split between these 2 teams is about 60/40 (Admin 60% and Program Team 40%).
  • Field monitoring and/ or accompany with program team in API target areas.
  • Produce report by monthly.

3.     Organisational support:

·       Participating in the formulation of API’s programmes, policies and strategies.

·       Playing a constructive part in staff meetings and participating in API’s functions.

·       Complying with API’s policies and procedures.

·       Promoting gender equity within the API team and integrate gender equity awareness within all aspects of the access to Information Programme.

·       Providing information for partner organisations, other members of staff and activity participants in a timely fashion.

·       Undertaking other reasonable and appropriate duties as assigned by Director, Managers and Program Team.

The applicant

We are looking for an individual who possesses the following skills and experience:

Essential: 

·       A degree of business administration and/or accountancy or relevant qualifications.

·       At least 2 years’ experience in office administration support, finance/accounting working experience, especially in Non-government organizations.

·       Good understanding of financial reporting procedures, system and procurement.

·       A high level of numeracy, excellent skills in Excel and Word.

·       Experience of book keeping practice and principle, knowledge of internal controls, cash management and reconciliations, and attention to details.

·       Good organizational and administrative skills.

·       Good communication skills in both English and Khmer.

·       Strong organizational, interpersonal skills with multi-disciplinary working environment.

·       Good time management, patient, and preferably in a project context.

All applicants must have good interpersonal skills and a proven ability to work well in a team; proficiency in the use of software packages, computerised system, Microsoft Office including Internet and E-mail 

How to apply 

Interested applicants are requested to submit a cover letter and detailed CV by email to Ms. Nhem Chandarin: This email address is being protected from spambots. You need JavaScript enabled to view it. or at Phnom Penh Villa, Building#124, 2nd Floor, Room 206, Street.388, Sangkat Toul Svayprey I, Khan Chamkarmon, Phnom Penh, Tel: 023 213 486.

API is committed to a policy of equal opportunities, values inclusion and seeks to have a diverse workforce.

Applications are welcome from people of all origins, age, religions, gender, ethnicities, sexual orientation and disability. Every application will be reviewed against the above requirement with the position only.

Due to a high volume of applications, only short listed candidates will be contacted. Your application/CV will not be returned. Women are encouraged to apply.