Finance and Administration Assistant

İşin təsviri

Finance and Administration Assistant

1. JOB PURPOSE

To perform full range of, and to coordinate  specific financial and administrative requirements, including standard clerical activities as may be directed by supervisor.

2. EXPECTED OUTCOMES

Administrative Function

• Assists in monitoring quality and economic use of office supplies, and maintains adequate stock of supplies.  Assists in procurement of goods and services, locally or through import in accordance with approved procurement requirements and procedures.
• Maintains proper control of AZRM assets by carrying out of physical inventory of all properties, and maintaining up-to-date inventory records and staff accountability reports; assists with disposal of unserviceable assets and scrap materials, prepares disposal reports and submits them  to Senior Finance and Administration Officer (SFAO).
• Assists in maintenance of communication facilities. Coordinates with internal and external contacts to collect information. Resolves routine procedural and technical queries from internal and external sources.
• Maintains and updates relevant databases and records for finance/administrative functions of the office.
• Assists in administration of timely and proper renewal and amendment of service contracts with suppliers/service providers.

Finance/Accounting Function

• Reviews, verifies and validates the accuracy and propriety of supporting documentation from internal and external claims and payments within the defined Bank procedures and guidelines; processes transactions through preparation of appropriate vouchers; creates e-copies of processed vouchers including their supporting documentation and maintains hard copies and e-filing systems on finance matters.
• Assists in coordination and monitoring budget requirements by consolidating and verifying information from various sources.
• Assists in preparing of supporting documentation from internal and external claims, payments and various other accounting transactions; processing transactions through preparation of appropriate disbursement or journal vouchers or other relevant payment documentation under direct supervision of SFAO.
• Assists in maintaining appropriate administrative and financial controls related to the assigned tasks and assists in preparation of monthly financial statements.
• Maintains petty cash fund under SFAO’s supervision.
• Performs any other duties as may be assigned by SFAO

3. EDUCATION REQUIREMENTS

• Bachelor’s degree in related field

4. RELEVANT EXPERIENCE

• Suitability to undertake the responsibilities mentioned above at the required level.
• At least 5 years of relevant work experience in a private or public organization.
• Good writing and speaking skills in English language are essential.
• Good analytical thinking with ability to make simple casual links (A causes B), pro-and-con lists and analyses to reach a decision; and sets priorities for tasks in order of importance.
• Good interpersonal communication skills are desirable.  Ability to work with individuals from different cultural/national backgrounds.
• Good computer skills with sound knowledge of common word-processing, spreadsheets and graphics software.

5. CORE COMPETENCIES

Application of Technical Knowledge and Skills
• Deals with routine queries and correspondence.
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation
• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving
• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables

Working Together
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks  useful knowledge and to complete work

Communication and Knowledge Sharing
• Uses effective written and oral communication in preparing documentsAsks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change
• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

6. REPORTING RELATIONSHIPS

• Supervisor: Country Director and senior National Staff (NS)

E-mail: [email protected]

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