Duration: One Year (including three-month probation period) Working Hours: Full Time 
Start Date: 1 August 2021 

Job Purpose:

The Admin/Finance Assistant is a crucial member of the organisation and will be responsible for providing administrative and finance related support to the organisation. 

Tasks and Responsibilities 

Administration: 

• Assist in office management, logistical arrangement and day-to-day administration
• Support on procurement of office materials/ equipment, preparing purchase requisition,  collecting quotation and compiling them with adequate documentation 
• Purchase, store and distribute office supplies 
• Ensure timely settlement of office bills 
• Maintain personnel files, including attendance and leave records as well as salary payments • Update inventory list and maintain proper recording system 
• Filing of financial and administrative files 
• Support on official faxing, photocopy and scanning as required 
• Ensure confidentiality of all office records 
• Ensure security of hard copy filing and back-up of soft copy of all administrative documents
• Assist in calculation of salary sheets and keep records of time sheets and leaves of staf
• Ensure all the registrations of the organisation is up to date 
• Handle petty cash and ensuring that the maximum amount never exceeds the limit
• Coordinate and assist in organisation of events, workshops and meetings
• Support on any other activities as required 

Finance: 

• Prepare vouchers and make journal entries  
• Data entry in the Accounting Software  
• Prepare monthly, half-yearly and year end closing of accounts 
• Processing for payment of vendors 
• Ensure all expenses are within assigned project budget and donor requirement/ contracts
• Visit bank for deposit, Internal Revenue Department and other office related work
• Preparation of monthly bank reconciliation statements 
• Assist in dealing with the auditors for interim, fiscal year and final audit 
• Ensure deduction at source & advance payment of income tax and value added tax (VAT) 
• Safe keeping of the all tax and VAT related documents and filing of e-returns and VAT tracking  and claim process 
• Assist with the development and implementation of financial systems and procedures
• Properly update and record financial transactions  

Person Specifications 

• Bachelor’s degree in Business Administration, Accounting, Finance or related field
• Minimum of two years of relevant experience, preferably in an NGO setting
• Good Computer skills on MS office, especially MS Word and MS Excel 
• Experience in using accounting software/s, desirable 
• Good English language communication skills  
• Excellent interpersonal skills and ability to build good rapport within and outside the team
• Excellent communication manner – online, telephone and face to face 
• Negotiation and problem-solving skills 
• Excellent planning and organisational (including self-management) skills 

Equal Opportunity 

ChildSafeNet is an equal opportunity organisation and the vacancy is open for all eligible applicants,  regardless of gender, sexual orientation, expression ethnicity, socio-economic background, etc.  

Child Safeguarding 

The post-holder's work may include direct contact with children and young people, face-to-face or online.  ChildSafeNet is committed to the protection of children and young people from abuse and exploitation.  In order to ensure children and young people are safe, our selection process includes rigorous background  checks.