Overview
The Principal Finance and Administration Officer processes and handles technical and administrative aspects of finance, and provides general administrative support to the Resident Mission in facilities and fixed asset management, logistics coordination, personnel management, and liaison functions.
Tasks Summary
- Handle and oversee expenses related to administration, business travel, training, staff consultants, technical assistance (TAs), and Headquarters (HQ) staff in the country.
- Manage banking and treasury functions, and local imprest systems for processing and payment of goods and services.
- Undertake and oversee comprehensive financial and accounting management, development and preparation of annual and medium-term business plans and annual and mid-year administrative budgets; prepare, monitor and utilize such plans and budgets.
- Ensure appropriate recording of data and prepare periodic financial reports and financial statements.
- Ensure adequate internal control procedures and measures for systemic functioning of the finance and accounting function.
- Lead cost-effective and comprehensive support to the office through proper management and general maintenance of all assets (vehicles, equipment, communication network), including planning for its procurement and disposal.
- Maintain a proper inventory and ensure that assets are adequate and following requirements.
- Advise Head of Office on safety and security of personnel and property through liaison with related agencies.
- Provide service and prepare guidelines related to security, communication, travel, and shipping.
- Ensure adherence to relevant ADB procedures and guidelines governing institutional procurement of goods and services and the administration of contracts for such goods and services.
- Ensure adequacy and proper arrangement of required logistic facilities, e.g. transportation, workshops, seminars, visas, shipments, and customs.
- Plan for medium/long-term developments and required improvements in the functioning of the RM.
- Develop information systems for improved working and administrative functions.
- Maintain and take custody of personnel and confidential records.
- Ensure smooth implementation of HR programs in the resident mission, including support for recruitment and onboarding of staff, including outposted staff, and outsourced talents
- Help implement learning and development programs, and engagement activities such as retreat, recognition, and team development programs.
- Review staff benefits, such as application for ADB loans, processing these according to procedures, and make recommendations to Country Director.
- Develop, negotiate, and finalize contracts of leases for HQ outposted staff residences.
- Prepare evaluation of local staff and contractual staff in the Finance and Administration Unit.
- Communicate with government officials relating to taxes, government duties and facilities.
- Work with other international organization in locality on matters relating to facilities, benefits and administrative developments.
- Formulate administrative guidance and ensure compliance for smooth functioning.
- Perform other tasks that may be assigned and as reflected in your workplan.
Experience Requirements
- At least 10 years' experience in financial accounting, general office administration, and personnel management.
- At least 6 years of supervisory experience.
Qualification Requirements
• Master's degree, or equivalent, in economics, business administration, accounting or relevant fields, preferably with advance training in financial/management accounting; or Bachelor's degree in economics, business administration, accounting or relevant fields and at least 5 years specialized experience relevant to the position can be considered.
