Admin Finance Assistant

The Admin and Finance Assistant is responsible for supporting the overall administrative and financial operations of the field office. This includes providing assistance in financial processing, general office administration, procurement, vehicle and asset management, and front-desk/reception functions. The role ensures compliance with CARE policies and supports the smooth implementation of the Empower the Youth Project.

Finance

• Review field office financial transactions including payment requests, liquidations (staff and partners), TERs, and advances. Coordinate with the relevant teams to address any discrepancies.
• Maintain accurate and complete accounting records in both soft and hard copy formats.
• Ensure timely payment to vendors, with proper documentation and accurate accounting entries.
• Support financial activities related to partner organizations, such as assessments, financial reviews, and capacity-building initiatives.
• Ensure proper retention and organization of all financial documents.
• Remind project team members to submit their Cash Advances and liquidations promptly and within the required deadlines.
• Assist in the preparation of financial statements and budget forecasts for the EMPOWER Project
• Support the Project Team in reviewing budget proposals, disbursing funds, and liquidating budgets for enterprises that have received tailored livelihood support.

Administration (including Procurement and Vehicle Management)

• Manage and monitor petty cash, ensuring proper documentation and timely liquidation for Finance Officer review.
• Facilitate travel, vehicle requests, training/meeting venues, and hotel bookings for project staff and guests.
• Process and prepare payment requests for utility bills, vendor services, and communication expenses, ensuring all necessary documentation is attached.
• Support office maintenance tasks, including coordination with service providers for repairs, printing services, and equipment needs.
• Organize meeting and conference room setups, including catering coordination as the point of contact with vendors. Also responsible for sourcing new catering services for snacks and meals during both small and large scale activities in the project areas
• Handle the dispatch of merchandise to project participants, partners, and project staff, and ensure proper documentation through accurate and organized acknowledgment receipts
• Maintain and update the office property register and asset tags coordinate with Program Support; participate in periodic audits with the Finance Officer and Program Support.
• Assist the Procurement and Logistics Manager in vendor setup and goods receipt through PeopleSoft.
• Maintain accurate records of incoming and outgoing communications.
• If a Driver/Office Assistant is assigned to the project, ensure that their daily schedule and logistical tasks are well- coordinated and efficiently implemented. Part of the tasks would be vehicle scheduling, ensuring logbooks are updated, and monitor records for maintenance, fuel, insurance, registration, and repairs.
• Create vendor profiles in PeopleSoft as needed.

Customer Service & Reception

• Manage the staff house, including answering calls, receiving guests, and directing inquiries to appropriate staff.
• Sort and distribute incoming mail; handle outgoing communications and visitor/project participants/partners scheduling.
• Maintain a record of collections, petty receivables, and other bookkeeping-related office tasks.
• Update and maintain the EMPOWER project visibility board.

Qualifications

• College Degree Holder in Business Management, HR Administration, Psychology, or its equivalent
• Minimum of 1 year experience in handling general Admin and Finance Functions.
• Worked in office administration and human resource management in a large development or learning organization.
• Thorough understanding of the development and NGO sector