Finance and Administration Coordinator

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Job Description

The Finance and Administration Coordinator provides assistance in the areas of financial management, general office administration, personnel administration, and other related matters. The incumbent will report to designated international staff (IS) and senior national staff (NS).
Responsibilities:
  • Maintains accurate and timely accounting records of Asian Development Bank (ADB) Bhutan Resident Mission (BHRM)’s all financial transactions relating to both operational and administrative activities, according to ADB’s guidelines and procedures.
  • Under the direct guidance of Finance and Administrative Officer, reviews, verifies and validates within closely defined ADB procedures and guidelines the accuracy and propriety of supporting documentation from internal and external claims, payments and various other accounting transactions, including all medical claims and staff benefits; processes transactions through preparation of appropriate disbursement or journal vouchers or other relevant payment documentation; carries out RM’s daily banking functions (deposits, withdrawals, and reconciliation) and disbursements for RM’s operational and administrative activities; and acts as the custodian of the petty cash.
  • Prepares per ADB’s guidelines and procedures the necessary documentation for liquidation of monthly financial transactions; creates e-copies of vouchers and their supporting documentation; maintains the hard and e-filing systems on finance matters.
  • Assists with the preparation of annual and mid-year operational and administrative budgets.
  • Assists with the preparation and submission of regular and ad hoc reports requested by BHRM management and ADB HQ, including the budget utilization report.
  • Assists in negotiating, preparing, and safekeeping contracts and amendments to contracts for BHRM’s operational and administrative activities, including service contracts, supply contracts, and insurance.
  • Assists in the processing of mission authorization request (MAR), travel request authorization (TRA), and verification of request for reimbursement travel (RRBT).
  • Coordinates with internal and external contacts to collect information, ensure adherence with contracts, agreements, ADB’s policies and procedures by maintaining accurate records on status of compliance, initiating follow up actions and ensuring timely completion of expected results; resolves non-routine procedural and technical queries from internal and external sources.
  • As security focal for BHRM, performs all security and crisis management related tasks.
  • Supervises implementation of the ISO quality management system at BHRM.
  • Provides technical and procedural guidance and assistance to junior staff on matters relating to procurement, inventory, maintenance, and disposal of building and office furniture and equipment, materials, and supplies.
  • Assists in personnel records/data analysis and follow up of personnel actions: i) recruitment; ii) providing logistics and facilitation for international staff movements; iii) monitoring of outsourced contractual staff requirements; (iv) ensuring facilities relating to immunities and privileges for ADB and international staff; v) monitoring of staff benefits relating to medical and dental retainer arrangements; vi) ensuring tax exemptions for ADB and international staff; vii) staff training and attendance; viii) coordination with the Ministry of External Affairs; and ix) visa facilitation for international staff and their family in coordination with Government of Bhutan, etc.
  • Assists in developing and maintaining computer application programs as necessary; ensures that BHRM’s IT hardware and videoconference facilities are maintained properly; assists in proper arrangements related to logistics, incoming HQ missions, and facilities management, etc.
  • Supervises the contractors (the receptionist, mission clearance assistant, IT support, 2 drivers, and 1 janitor) to ensure smooth functioning of BHRM.
  • Handles all the F&A functions of BHRM in the absence of the FAO.
  • Performs other tasks as assigned and reflected in the incumbent’s workplan.
Qualifications:
Relevant Experience & Requirements:
  • Bachelor’s degree in economics, business administration, accounting, commerce or equivalent.
  • At least 5 years relevant professional experience, of which at least 3 years are in financial accounting and general office administration and personnel administration
  • Demonstrated knowledge and understanding of operational processes and procedures
  • Proven ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information
  • Apply appropriate computer skills in analyzing and developing the data, and prepare notes, papers and sections of reports
  • Proficiency in using software packages for word processing, spreadsheets, graphics and database applications
  • Good analytical thinking
  • Good knowledge of commercial and administrative matters.
  • Ability to work effectively and collaboratively in a multicultural environment.
  • Ability to take initiative and work proactively.
  • Flexibility/willingness to perform variety of tasks and expand the scope of work and responsibilities as needed.
  • Familiarity with local languages and institutions.
  • Excellent interpersonal and communication skills.
Source: https://www.adb.org/careers/230790

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