The Accounts and Administrative Assistant will work under the supervision of the Field Director and fulfill the duties listed below:
Accounts:
Review payments to ensure that all supporting documentation and approvals are accurate
Review copies of all receipts for all expenses
Facilitate provision of information and documentation during audits
Review expense reports and travel advance requests, receive settlements, and make appropriate adjustments as necessary
Enters transactions and provides a first review of all accounting transactions entered in the accounting software (Abacus).
Oversee bank reconciliation process as a second reviewer
Work closely with the Dhaka finance team, receive guidance (as required) in recommending vendors payments.
Ensure all required SAM Checks and Visual Compliances are done for all vendors.
Review of the petty cash maintenance (if opened), their periodic reconciliation, preparing vouchers for fund replenishment and keeping records.
Arrange for payment of tax withheld from the vendors to the designated GOB bank.
Assist in preparing monthly regional office invoices for submission to the Chemonics' finance department in Dhaka.
Administration:
Provides administrative support and ensures the smooth and efficient operation of the regional office.
Receive guidance from the Field Director in setting up the regional office in Khulna and provide logistical supports for proper functioning of the office.
Work closely with the procurement specialist on procurement related matters to be compliant with the Chemonics' prescribed policies.
Maintain the NXP inventory tracker in accordance with USAID policies and procedures, update inventory of the properties in the regional office and provides copy to the procurement specialist.
Supervise tasks of the Office Aide.
Provide logistics support for field trips by office personnel, arrange for tickets or vehicles as needed.
Assist in overall maintenance works of office equipment, building, furnishings, arrange for bids and provide recommendations for repair.
Conduct periodic inventory of expendable supplies, update and maintain inventory records in file.
Provide assistance and logistics for in-house/outside seminar/training/workshops including purchase of required stationeries, venue booking, transportation, etc.
Any other tasks as assigned by the supervisor.
Educational Requirements :
The Account and Administrative Assistant shall have degree in business administration, accounting, management, or related field.
Experience Requirements :
At least 3 year(s)
Additional Requirements :
Minimum 3 years' experience in accounting, preferably including in donor-funded programs, good communications skills, strong ability in computer operations. Qualified female candidates are strongly encouraged to apply.
