Job Description

Job title
Samoui Finance-admin Assistant

Location
Based in Samoui district, Saravan Province

Project/program
Improved access to health services for women, infants and young children Project

Reports to
Project Manager (for Houn and Samoui district)

 

Job Purpose

Community Health and Inclusion Association (CHIAs) is partnership with Plan International in Laos for Improved access to health services for women, infants and young children Project in Houn district (Oudomxay province) and Samoui district (Saravan Province). The project is funded by Federal Ministry for Economic Cooperation and Development, Germany through Plan International Germany (GNO) under FAD LAO100117

Therefore, this position Samoui Finance-admin Assistant (FA) will take full responsibility for Improved access to health services for women, infants and young children Project in Samoui district, Saravan Province for all finance and admin task to ensure the project meet the goal.

Roles and Responsibilities

• This position will play the important role on finance and administrative task for the project in Samoui district.

Duties and Tasks

1. Project Coordination

• Coordinate with all relevant CHIAs staff to support and assist other internal projects.

2. Project Setting

• Study the project proposal, MoU/MoA, budget plan, and logical framework;
• Assist in preparing all project documents for project advocacy/inception workshop;

3. Work plan development

• Assist in drafting the annual work plan particularly for budget plan;
• Develop monthly and quarterly budget plan as regular time;

4. Finance function

• Maintain daily book keeping records separately for the project
• Follow up daily expenses of fields staff
• Prepare payment voucher and check for finance admin coordinator to review for next approve
• Prepare clear cash advance for the project staffs
• Reconcile weekly and monthly cash and bank balance in the account and submits to CHIAs Finance Coordinator to review before submit to next line manager to approve
• Monitoring to ensure that all payment requests are in compliance with approved budgets, account codes following the financial procedures of CHIAs and donor compliance
• Help to Entry payment to system (E.g Excel file for upload to system)
• Support on cash management (advance) of Project staffs, partners and community members when required
• To support and work with internal and external auditor when required

5. General Administration Function

• Assisting to renew the lease agreements, vehicles and motorbikes at Provincial and District levels are validated as required
• Assisting to send (and take) documents to CHIAs offices, partners offices
• To manage all visits such as, vehicle rentals, accommodation booking and other logistics relate to the project
• Collect all project data and send to the central office at the end of the month;
• Keeping all documents on project implementation (project documents, contracts, narrative reports and financial reports, from all levels…);
• Collect all relevant documents such activity report and financial report (all receipts);
• Manage and organize all photos related project activities;

6. Procurement Function

• Provide support on Purchase/acquire/deliver fixed assets, goods & services for the project as required
• Obtain quotations for goods and services as required and in compliance with CHIAs and donor regulation
• Prepare comparative chart and forward to purchase committee for review and process approval as required
• Prepare the Purchase Order as prescribed in the Finance Manual as required

7. Fixed Asset Management

• Assign Inventory Number for every Fixed Assets purchased/acquired per CHIAs and donor required
• Keep record of inventory holders by maintaining fixed assets database per CHIAs and donor required
• Assisting to Manage of repairing and maintenance of fixed assets, office equipment and computer related items
• Arrange regular repair and maintenance of CHIAs vehicles and other equipment as necessary
• Working with CHIAs staffs to ensure that all logs properly maintain and records

8. Reporting and dealing with problem

• Consolidate financial report from staffs to make financial report of such activity and send to CHIAs financial/accountant personnel for consultation;
• Represent CHIAs on relevant project finance to negotiate and solve any financial issues occurred;

9. Apply local thought

• Always seek the local thought from the local authority;
• Apply all suitable local thought in the project implementation to make it successful and go smoothly;
• Perform any task as assigned.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Gained through education, training, & experience

• At least 3 years experience working in finances and admin
• Bachelor’s degree in Finance-Accountant, Administrative;
• Basic knowledge in English
• Knowledge in finance and account procedures
• Knowledge on day to day administrative task such as office filing and documentation
• Experience in budget planning, cash advance, clear cash advance, enter clear advance to the system
• Ability to train partners related project administration and financial
• Ability to manage project assets
• Understanding on gender sensitive and rights
• Good computer skills in using Word, Excel and Power Point
• Good communication skills, verbal and written
• Enough skill in facilitation
• Good communication, diplomacy, negotiation
• Work respectfully and cooperatively with colleagues
• Willing to work in challenging situation
• Experience in working in remote areas/community

Physical requirements

To perform the tasks well, this position requires a person who is able to stay and travel to the district and the remote areas in Samoui district, Saravan province.

Direct Report

This position will report to Project Manager.

Level of Contact with Children: Mid contact

Low contact:     No contact or very low frequency of interaction

Mid contact:     Occasional interaction with children

High level:        Frequent interaction with children

Expectation of your Child Protection/ ຄວາມຄາດຫວັງຂອງອົງການ ກ່ຽວກັບການປົກປ້ອງເດັກ

• Read, understand and comply with the Child Protection policy and Local Procedure/ອ່ານ, ເຂົ້າໃຈ ແລະ ປະຕິບັດຕາມນະໂຍບາຍການປົກປ້ອງເດັກ ແລະ ແລະ ຂັ້ນຕອນການປົກປ້ອງເດັກພາຍໃນລະບຽບການທ້ອງຖີ່ນ.
• Seek any clarifications you may have related to the policy/ສອບຖາມຕື່ມ ເພື່ອໃຫ້ຕົນເອງເຂົ້າໃຈແຈ້ງກ່ຽວກັບນະໂຍບາຍ
• Report any Child Protection Issues to CHIAs immediately (within 24 hrs). – Reporting must be done to a manager/Country Child protection Focal Point/ຕ້ອງລາຍງານທຸກຯບັນຫາກ່ຽວກັບການປົກປ້ອງເດັກ (ພາຍໃນ 24 ຊົ່ວໂມງ). ຕ້ອງລາຍງານໃຫ້ຫົວໜ້າສາຍງານ ຫລື ຜູ້ຮັບຜິດຊອບວຽກປົກປ້ອງເດັກຂອງສະມາຄົມ

Expectation of Gender Equality/ຄວາມຄາດຫວັງຂອງອົງການກ່ຽວກັບຄວາມສະເໜີພາບດ້ານບົດບາດຍິງຊາຍ

• Contribute to an organizational/project culture that promotes gender equality/ ປະກອບສ່ວນເຂົ້າໃນການເຜີຍແຜ່ຄວາມສະເໜີພາບດ້ານບົດບາດຍິງຊາຍຂອງອົງການ/ໂຄງການ
• Demonstrates positive attitudes towards gender equality at all time both in their professional and private lives/ສະແດງໃຫ້ເຫັນທັດສະນະດ້ານບວກກ່ຽວກັບຄວາມສະເໜີພາບດ້ານບົດບາດຍິງຊາຍ ທັງໃນເວລາເຮັດວຽກ ແລະ ໃນຊິວິດປະຈຳວັນ
• Avoid gender stereotypes and sexist language in the workplace, and never engages in any form of gender – based violence/ຫລີກລ້ຽງກ່ຽວກັບການນຳໃຊ້ ຄຳສັບ ສຽດສີທາງເພດ ແບບບໍ່ເໝາະສົມໃນສະຖານທີ່ເຮັດວຽກ ແລະ ບໍ່ໃຫ້ກ່ຽວຂ້ອງກັບທຸກຮູບແບບຕໍ່ຄວາມຮຸນແຮງດ້ານບົດບາດຍິງຊາຍ.

Approved by:

Mr. Viengakhone Souriyo

Director of CHIAs

Date approved by:
24 August 2023

📌 How to Apply: Interested individuals can submit their applications by sending a cover letter along with a resume or CV, graduation certificate (including grades), and any relevant work certificates via email to: Phoutthakone.chias@gmail.com Alternatively, you can visit the office of Community Health and Participation Association (CHIAs) located at Nongbon Village (in front of the Japanese Embassy), Chaisetha District, Vientiane Capital.

➡️ Application Submission Details: Documents will be accepted during office hours from 8:30 AM to 12:00 PM in the morning and from 1:00 PM to 4:00 PM in the afternoon. The application window opens on 14/09/2023 and closes on 25/09/2023. Only candidates meeting the interview criteria will be contacted.