KEY AREAS OF ACCOUNTABILITY
Assist ASC for regular payments (such as office rent, utility charges for water and electricity) and periodical payments as and when required
Assist ASC to make sure all vehicle in the field office are insured
Making hotel booking and other logistical arrangement
Assist in proper allocation of workstations, furniture and equipment
Managing stationary supplies, office supplies, staff house supplies in assigned office;
Assist PC for logistical arrangement such as finding venue, arrangement of refreshment/food, procurement of stationaries etc.., for internal staff capacity trainings and workshops.
Maintain and repair IT equipment if necessary by coordination of IT manager.
Supervise office helpers/cleaner to do the best cleaning work and all domestic items all clean at all time and also guard for S&S management monthly
Make sure office buildings are clean, healthy environment and neat & tidy at all time;
Communicating with local government counterpart and other agencies working in the area; Report to ASC, AFC or HoAO any cases, known or suspected, of fraud within Save the Children
Regular reporting to regional office and country office for any administrative related reports in time. Human Resources:
Assist ASC in field office recruitment process in advertising and contacting for interviews. Submit complied monthly report to ASC.
Assist ASC to ensure staff’s employment related file such as personal information, contracts and documents are updated and file properly
Assist in preparation of staff induction in field office, compile supporting materials, arrange schedule.
Provide Child Safeguarding Policy briefing to new staff and ensure that they sign the Child safeguarding Policy
Prepare payroll information, staff list updating, help to all staffs for income tax payments and regular remind to all staffs for online ER timesheet complement.
Communicate with Yangon HO’s HR team for staff capacity development and training;
Regular reporting to Area Office and country office for any HR related reports & documentation in time Logistics:
Assist ASC to receiving, dispatching and recording of any incoming and outgoing stock movement of regional to field office and then to respective teams.
Handling fuel issue for both vehicles, generators and fuel stock in/Out in Log books with assigned guards under close supervision by ASC.
Checking the log sheets of the vehicles & generators on daily basis with drivers and guards
Assist ASC to ensure the daily check lists of vehicles and generators with the drivers and guards.
Assist ASC with motorbikes/generators repair and maintenance when necessary.
Support ASC with his/her daily tasks and to cover his/her duties in his/her absences.
Carry out transportation responsibilities such as renting car and trucks as needed
First Aids Spares and tools are available and valid at all times. Stock Management:
Receive, control and record all incoming/ outgoing goods from /to SCI warehouse.
Establishing a good warehousing/ stock control system (both medical and non-medical items) consistent with SCI protocols and procedures. Follow up all stock transfers and ensure.
Proper storage procedures and standards are in place in the warehouse under close supervision of ASC and PM
Ensure that stock cards, bin cards and related stock reports at the SCI Warehouse are properly updated with the supervision of Area Support Coordinator
Supervise repacking of medical supplies into treatment dosage and ensure drug are packed into individual.
Carry out monthly stock count accurately with ASC and report any discrepancies occurred.
Update warehouse records and develop draft warehouse report and submit to ASC and PM for review and onward submission
Assist ASC in keeping records of procurement documents and maintain good filling system
Whenever assigned carried out procurement in line with SCI procurement policies and procedures Procurement and Assets:
Assist ASC and PM in communicating with suppliers in order to get quotes, specification and quality of the material requested
Assist ASC in keeping records of procurement documents maintain good filling system
Whenever assigned carried out procurement in line with SCI procurement policy and procedure others Other duties as assigned by Direct Line Manager
Asset Registration and ID card issuing
Transfer assets to users with PIFs and tracking status
Monthly Spot checking of assets
Safeguarding Asset Management Principles and principles and policies of MOS
Ensure All staff to follow Asset Management Procedures Finance
Responsible for the cash box and safe that should be kept in a safe place and regularly control.
The key is under responsibility of Area Finance Coordinator
Check all expenditures with necessary supporting documents and authorization sign
Each expense is recorded in the cash book on the date of transactions.
Keep computer cash book up to date.
Ensure regular clearing of advances in collaboration with regional office and headquarter
Do regular cash count with line manager and investigate prior to reporting any discrepancies to country office.
Check field vouchers, their budgetary allocation and account codes are correctly recorded.
Make sure the rules of agreement for each expense and procedures are respected.
Prepare for Monthly financial packages and reports
Prepare accurate cash forecast and request in cooperation with AFC and PM
Important expenditures must be keep as scan copy if only necessary.
Responsible for timely submission of monthly field account to AFC and budget report to PM. Others:
Comply with all relevant Save the Children policies and procedures with respect to health and safety & security, equal opportunities other relevant policies
Carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children in accordance the Child Protection Policy.
Performs other relevant duties as assigned by the Supervisor.
Support to other relative activities if necessary
QUALIFICATIONS, EXPERIENCE AND SKILLS
At least two-year experience in related filed
Professional working experience, preferably in the development sector, is an advantage
Experience in Administration, HR, Financial or Logistics is an advantage
Experience with international organizations is an advantage
High level of integrity and ability to work as part of a professional team
Open and Dynamic
Ability to work under high pressure to meet tight deadlines
Proven team working ability and good communication skills
Willingness to work in field office location Computer proficiency, especially MS Word, Excel and Power Point
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and