Entrepreneurship in the territories: is it the right time?
Job Overview:
The Field Admin Assistant and Cashier is responsible for implementation of the project finances following the project budget. This work is carried out closely with the Program Manager based at the field level and the Project Accountant who is based in the Chiang Mai Office. The Field Admin Assistant and Cashier is also expected to perform administrative tasks to ensure the smooth running of the project office.
REPONSIBILITIES:
Office Administration
- Maintain filing systems for all project documents, and documents preparation
- Assist Program Manager in office management
- Responsible for office assets, building and lawn (recording of asset, conduct asset verification twice a year, replacement, repair/maintenance report to CM office and etc). Communicate and negotiate with building owner
- Ensure that all equipment is in good condition and ready for use
- Taking minutes during the project regular meetings, record transactions and submission of report
- Assist HR in visa process
- Assist HR in camp pass process
- Report any vehicle incident or accident and security matter to Program Manager and Chiang Mai Office.
Cashier
Manage funds for project activities
- Record all expenses and send monthly report to Chiang Mai Office
- Prepare and send regular financial report along with supporting documents to the Chiang Mai Office (monthly)
- Prepare vouchers, receipts, checks and post (daily)
- To withdraw funds from the bank according to requests and appropriately manage the petty cash
- Assist project accountant based in Chiang Mai office for the regular monthly bank and account receivable/payable reconciliations
- To review all receipts, follow up with suppliers and ensure that all expenses and details on receipts are in line with ADRA Thailand Finance and Procurement policies
- Ensure all supporting documents and receipts are attached to payment vouchers
- Accurately recording of all expenses into petty cash register
- Responsible for maintaining and disbursing petty cash
- Assist Program Manager for fund request from Chiang Mai as required
- Assist Program Manager in analyzing monthly actual spending compared to approved budget
- Managing payments and coordinate with local suppliers, hotels and network organizations to ensure the smooth running of the project
- Assist with procurement as needed
- 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
- Performing other tasks as required by supervisor
