Entrepreneurship in the territories: is it the right time?
Job Overview: The Accountant & Administration Assistant is responsible for working closely with the Project Admin Assistant and Cashier to ensure to receive monthly receipts from project on time, review and record all of the entries to accounting software, and generate a monthly Financial Report for the Project
REPONSIBILITIES:
- Review monthly receipts from the project and record all the income and expense into the accounting software with the correct chart of account
- Conduct monthly bank and account receivable/payable reconciliations
- Review all receipts and ensure that all expenses and details on receipts are in line with ADRA Thailand Finance and Procurement policies
- Ensure that all support documents and receipts are attached to payment vouchers
- Monitor and analyze monthly actual spending against the approved budget
- Assist in preparing budgets and other financial documents as requested
- Follow up with the project team to have accurate assets register for the project
- Manage the project asset register (update asset register on an annual basis). Report any loss, theft or misuse of project assets to Finance Manager & Finance Director, Operation Officer, Program Director and HR. Follow up by Finance Manager and Finance Director.
- Financial monitoring on an annual basis (visit project site and support project cashier and administration personnel). Provide financial guidance to project staff or personnel.
- Ensure HQ indirect cost is properly allocated and charged out to project based on ADRA Thailand allocation policy.
- Act as field or project cashier and administration due to maternity or long leave of absence due sickness or long vacancy of the position.
- Prepare or generate project financial report (sun system and donor template) on a monthly and quarterly basis.
- Monthly review the funds request from the project if is according to the budget plan or not
- Manage day-to-day online payment to project (online banking)
- Monthly transfer of funds to the project
- Provide administrative support to the team and management by handling day-to-day office tasks (local and international travel air request), managing visitor and office meeting that are official in nature, supervise office cleaners, and outside garden – around the office compound, office post box, administration mini/small procurement and any other administrative task assign by supervisor
- Handling all administrative regular payments
- Manage office administration petty cash on a daily, weekly and monthly basis. Custodian of office cash.
- Manage administration files and documents (organize & maintain office files and documents, both physical and digital, ensuring easy access to important documents). Prepare administrative report as necessary based supervisor instruction.
- Prepare and proofread correspondence, reports, and other documents as required.
- Manage banking administration (correspondent, administrative task based on request – donor or auditor or management).
- Assist with data entry and ensure the accuracy of information stored in databases – administration financial task.
- Monitor office supply levels and reorder supplies as needed to ensure the office runs smoothly.
- Keep track and manage office inventory, storage room and coordinate office maintenance/repair or replacement of office equipment.
- Handle sensitive and confidential information with discretion and professionalism.
- Perform other tasks as required by supervisor (Finance & Administration Manager)
- Obligation to report all safeguarding incidents.
- Adhere to ADRA Safeguarding Framework Policies and support all ADRA Representatives with whom I directly work with to also adhere to these policies.
