Associate Finance and Administration Coordinator

Organizational Setting and Reporting Relationship

The position of Associate Finance and Administration Coordinator is assigned to the Lao Resident Mission (LRM) within the Southeast Asia Department (SERD). You will be based at our Resident Mission Office in Vientiane, Lao PDR.

You will report to designated International Staff and senior National Staff.

Your Role

• As an Associate Finance and Administration Coordinator, you will provide support in the areas of general office administration, coordinate logistical requirements, and oversee administrative activities as may be directed by the supervisor.

You will:

• Support compliance of annual administrative expense budget such as travel and staff consultants’ budget; monitor use to ensure that expenditures are accounted for and that deviations from forecasts are justified; establish and maintain a computer-based information system for budget administration and monitoring.
• Review, verify, and validate the accuracy and propriety of supporting documentation from internal and external claims, payments, and several other accounting transactions within defined procedures and guidelines; process transactions through the preparation of disbursement or journal vouchers or other relevant payment documentation.
• Maintain petty cash and prepare a statement of expenditures. Help prepare accounting, reconciliation reports/statements, and vouchers for multiple expenses and payroll for contractual staff.
• Help monitor banking and treasury functions; review and process payments, replenishment, and liquidation to ensure compliance with accounting requirements in use of advance accounts.
• Help prepare arrangements for business travel and coordinate efficient deployment of transport services· Help prepare administrative staff overtime; maintain records of utility bills of office and expatriate staff.
• Maintain relevant databases and records for finance and accounting tasks of the office.
• Support the disbursement of funds from the resident mission advance account to finance the training of project personnel, seminars, procurement, advance payment to consultants, etc.
• Review and verify all medical claims following Medical Retainer Plan (MRP) and disburses relevant payments to retainer hospitals.
• Arrange logistical requirements for official meetings, press conferences, workshops, seminars, both within the RM and at external venues, and staff outings.
• Performs other responsibilities as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in Commerce, Business Administration, Accounting or related fields
• At least 5 years of relevant experience in administrative and financial accounting, preferably in international agencies
• Ability to undertake background research, collect and organize data, apply in analyzing the data, and prepare reports.
• Good analytical skills with the ability to make simple causal links, pro-and-con lists, work prioritization, and analyses to reach a decision.
• Proficiency in using common Office applications like word processing, spreadsheets, and graphics software
• Ability to liaise and work collaboratively with staff from different cultural/national backgrounds.
• Ability to establish and maintain productive and professional relations with external stakeholder.
• Excellent written and verbal communication skills in English.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.

Source: https://www.adb.org/careers/240665