Overview
Support the finance and administration team in accounting, administrative and logistic functions and provide support to the team in all routine tasks.
Key Responsibilities
- Help review the accuracy and propriety of documentation for payments, support in processing accounting transactions, staff benefits, and coordinates the INRM's daily banking functions.
- Help process invoices and purchases orders using the appropriate electronic system used by ADB.
- Prepare administrative and capital budgets and prepare budget monitoring reports as required.
- Help maintain accurate records of INRM's finance and administration team relating to both operational and administrative activities, according to ADB's guidelines.
- Help prepare documents required for liquidation of monthly financial transactions, according to ADB's guidelines and procedures, create e-copies of vouchers, and maintain the hard and e-filing systems on finance and administration matters.
- Ensure the coordination of supervisors' schedules by maintaining their diaries/calendar and arranging appointments, meetings, travel and accommodation as specified by supervisors following ADB procedures.
- Provide routine administrative support to supervisors, including booking vehicles, meeting venues, hotel accommodation, preparing mission travel requests, abd mission expense liquidation.
- Prepare routine correspondence and responses to queries for review by supervisors and prepare minutes of meetings, including the review meetings with service providers.
- Help respond to routine queries by staff and external service providers and bring them to the attention of the supervisors for more complex issues.
- Ensure all the incoming mails are logged, distributed and brought to the attention of concerned staff, and that mails/faxes are delivered.
- Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers and visitors, establish the nature and priority of requirements and ensure they are routed promptly to the concerned staff.
- Assist the supervisor in managing the travel related tasks of INRM, including preparation of reports, coordination with the travel agency, hotels, and airlines.
- Provide efficient administrative and logistics support for the senior management visits/missions·
- Provide coordination for workshops/seminars, through management of schedules, hotel contracts, events, travel, accommodation, visas, and custom clearances of shipments.
- Support in the yearly verification of INRM's assets, and in reconciling and maintaining inventory records.
- Support the disposal of obsolete assets according to ADB guidelines.
- Perform any other tasks assigned by the supervisors, and support other members of the team during their absence or heavy workload.
Required Experience
- At least 5 years of relevant professional experience.
- Good knowledge of accounting practices and procedures.
- Experience in preparation and monitoring of administrative budgets.
- Experience in international agencies will be preferred.
Qualifications
• Bachelor's degree in accounting, commerce or related field.
