Commercial Officer (Admin and Finance)

Background:  Magic Bus is an international NGO implementing a unique ‘Childhood to Livelihood’ programme, specifically designed to support those of children from economically disadvantaged backgrounds and marginalized communities. The organization aims to bring children out of poverty by ensuring that they complete secondary education and are equipped with the life skills and knowledge they need to eventually transition to employment.

In Myanmar, Magic Bus currently operates in the two townships of Thanlyin and Hlaing Thar Yar in the Yangon Region providing the secondary students aged 11-15 initially with life-skills training through the medium of supports in schools and community settings. And, with continued rollout the team will work with them throughout their adolescent years until they are able to secure stable jobs as young adults.

TEAM/PROGRAM: Support Function

DUTY STATION: Thanlyin

NUMBER OF POSITION: 1

CONTRACE LENGTH: 1 year with a possible extension

Role Purpose:

The purpose of the role is to lead the staff function of the head office in Thanlyin and ensure necessary support for the Program Head in the areas of Accounts, Admin and MIS Reporting.

Reporting to: Program Head Myanmar

Key Responsibilities

Accounts:

·       Manage all cash flows into and out of the organization and ensure to inform the Program Head that there are enough funds available to meet the day-to-day running of the organization

·       Ensure cash liquidity for the project by checking the balance of cash on hand and at bank as required;

·       And prepare monthly fund transfer request for the project with the help of Program Head and send it to the central Finance team

·       Validate and consolidate the weekly staff advance request (IOU) duly approved by Program Head for a timely disbursement to the team for implementation of the activities

·       Settlement of advances; verifying the bills, documents, contracts, legitimacy of the expenses, necessary approvals etc.

·       Process vendor bills of the region, for disbursement with approval of Program Head

·       On line day to day accounting entries for all the above transactions with appropriate cost centers

·       Assist and provide project staff to prepare budget, monitoring the budget and share up to date budget balance for implementation.

·       Manage and account for petty cash

·       Ensure that the finance and accounts function is carried out as per the set guidelines

·       Prepare monthly financial report and annual funder report (first draft) in coordination with Program Head

Administration:

·       Upkeep and maintenance of books of account, files, office property

·       Maintenance of Inventory Records and Register

·       Maintenance of Fixed Assets Register including IT Register

·       Maintenance of Employees – Funder Register

·       Insurance –ensure Corporate Cover Policy – Assets / Fire and Burglary. Coordination with HO team for any Mediclaim and accidental cases

·       Establish suppliers for program and office requirements with necessary contracts and AMCs

·       Ensure that visitors are supported by logistic and other arrangements

·       Support the Program Head in HR processes; joining documentation of employees, bank account opening, leave data maintenance, Exit process, necessary communication to regional HR and central payroll team

·       Manage lodging and internal and external transportation as required by organization

·       Support the program Head in government relations and stakeholder engagement  

·       Ensure data entry of “admin master data”, “IT update”, “yearly expenses” and “Housekeeping – Printing & Stationery”

MIS (The data entry task shall discontinue when the automation is complete)

• Data entry into MIS system for the following:

                                                    i.     Weekly Feed Back Form

                                                   ii.     Session Reports

                                                 iii.     Monitoring Reports

                                                 iv.     Attendance of children as per session.

                                                  v.     Update of all visiting cards in MIS

                                                 vi.     Volunteers Application form

                                               vii.     Checking with Youth Mentors the accuracy of the attendance data and weekly session reports

• Prepare program status charts on predefined excel formats for the Program managers on a monthly, quarterly, half yearly and yearly basis
• Preparing basic analysis report every month as per need of program operations.
• Provide monthly attendance sheet with all relevant information duly filled for attendance and session data collection to Youth Mentors and TMO within set time lines

Skills, Competencies and requirements

• Must be a university graduate, and any diploma in accounting and financial management (at least completion of LCCI level 3) with minimum 3 years of experience in finance or accounting filed
• Working knowledge of accounting software Tally and proficiency in Microsoft Office.
• Advance IT skill (Microsoft Word, Excel, Power Point, Internet, Email, etc).
• Key competencies shall include result orientation, communication, analytical skills, interpersonal abilities, and timeliness.
• Strong skill in numerical recording, data maintenance
• Strong interpersonal and communication skills
• Well organized, efficient, with excellent attention to detail and ability to meet deadlines

Interested and qualified candidates are invited to apply with an Application Letter and Curriculum Vitae and submit them to:

tayzarhtun.philip@magicbus.org 

Magic Bus Head Office, Thanlyin

https://www.magicbus.org/magic-bus-myanmar 

Application Deadline: No Later than June 27, 2022 

No requirement of photo or copy of certificates and only short-listed candidates will be contacted.