1. JOB PURPOSE
The Finance & Admin Executive is a core member of HR & Finance Team, assisting Senior HR & Finance Manager in managing the efficient operation within the country, ensuring that Finance/Admin processes and practices comply with country regulations. The role works closely with Senior HR & Finance Manager by providing country-specific insights for the successful development of relevant RHQ strategies.
2. CRITICAL ACCOUNTABILITIES
2.1. AR & AP Monitoring and Expense management
MAJOR ACTIVITIES
• In charge of payment process for country in Ariba & SAP system.
• Monitor overall SGA expenses for the country against the budget and analyse variances monthly.
• Assist Manager in budgeting and forecasting of SGA expenses on quarterly basis.
• Review credit application and verify request.
• Create & adjust A&P IO, allocate & settlement run for A&P IO after creation.
• Create and maintain customer and vendor account.
• Monitor and update 3rd party vendor’s contracts.
• Other tasks as assigned by Manager.
OUTCOME
• Ensure payment process is made timely and accurately, to employees and 3rd party vendors.
• Ensure A&P expense is on track and justifiable.
• Control and monitor SGA budgets to ensure that expenses managed within budgets planned.
2.2. Administration duties
MAJOR ACTIVITIES
• Handle work permit and residence card for expats.
• Handle flight & Hotel Booking for VIP visit.
• Maintain up to date information on hotel rates to all employees and update in Intranet.
• Work with vendors on immigration process and documents.
• Monitor and purchase stationeries and pantry items timely.
• Other tasks as assigned by Manager.
OUTCOME
• Timely submission and reimbursement for all claims, in accordance with existing guidelines.
• Smooth operations to ensure VIP visit goes well.
• Timely update of data and sharing with staff on changes.
• Ensuring prompt actions provided to maintain sufficient stock level.
2.3. Office maintenance
MAJOR ACTIVITIES
• Prepare documentation on maintenance of copier machines, vending machines and newspaper vendor, pest control.
• Liaise with landlord, internal staff and vendor on any issues relating to office maintenance.
OUTCOME
• Ensure office premises, equipment and facilities are properly maintained
2.4. IT admin and Legal support
MAJOR ACTIVITIES
• Liaison for IT queries between local office and RHQ.
• Administrative preparation for IT internal reviews, audit and checks.
• Periodic reporting to RHQ on IT related matters.
• Assist RHQ in administering IT standards.
• Support Legal in documents preparation and follow up.
OUTCOME
• IT related matters are escalated on timely manner.
• Ensure prompt legal support.
3. MAJOR CHALLENGES
• Ability to work under pressure and multi-task to complete tasks within stipulated timeline.
• Manage Facilities and Administrative issues on the ground effectively, by coordinating with various stakeholders.
