Assistant Finance and Administration Officer

STAFF MANAGEMENT

• Participate in and support for field office recruitment in coordination with HQ HR.
• Maintain leave record, attendance sheet for Domestic and security and monitor their time sheet.
• Supervise to Domestic to keep clean office and LPK clinic according to universal precaution guideline and security for their duty and assignment.
• Assist HQ administration in preparation of the monthly duty roster for security with daily shifts, long holidays and to achieve the quality of work.
• Support HQ administration and senior operations officer in preparation of new lease, contract, extension and termination including the contract status of domestic and security before expiry.

ADMINISTRATION              

• Assign the use of vehicles monitor and check daily vehicle records submitted by users and submit a monthly vehicle status report to HQ admin team in a timely manner.
• Ensure that generator usage is in line with LPK HQ guidelines with regular entries in the generator logbook and submit the monthly report to HQ admin team in a timely manner.
• Regularly verify and check fixed asset items against the fixed assets register (including user, location, tag number, purchase price and etc.,), prepare a monthly fixed asset report and submit it to the respective supervisor in a timely manner.
• Assist in procuring of office supplies, program supplies and make sure the procurement of items and services at field offices per program requirement are completed per timeline.

WAREHOUSE AND LOGISTICS

• Check stock balance and assist senior operations officer in distribution of Promo, IEC, Medicines and Program Related items to requested Clinic and Outreach teams.
• Ensure the necessary documents of stock receiving, issuing and other moving transections in hard and soft copy and update regularly.
• Conduct monthly physical inventory checks with supervisor, ensure the stick balance data is updated and submit monthly report to HQ Warehouse team and NAP as needed.
• Timely inform to supervisor if the stock is not sufficient before out of outsource items, close to expiry products.
• Support senior operations officer for the stock request to NAP team for health commodities and product to deliver the required commodities to the clients timely.
• Ensure storage and arrangement system according to LPK warehouse guideline.
• Maintain and track office mail/delivery/logistic register.

FINANCE

• Responsible for daily cash and bank in/out processing, monthly cash and bank reconciliation and maintaining the updated cashbook.
• Monitor and review employees' advance payment clearances, outstanding advances and expense claims to ensure compliance with donor requirements and LPK policies.
• Record daily data entry into QBE system and review all financial transactions to ensure alignment with LPK’s financial policies, including checking account codes, project codes, site codes, and employee codes in QBE.
• Ensure the new account setups for employees and vendors are completed and requested to HQ Finance in a timely manner.
• Prepare payment and receipt vouchers related to project office’s employees and submit them to the appropriate approvers on time.
• Assist senior operations officer in submission of monthly operational advance requests and forecasts to HQ Finance.
• Perform regular cash counting including weekly and monthly and submit to HQ Finance.
• Assist in responding to audit’s findings and support to HQ finance team in preparation of monthly financial report and donor report.
• Updating scan vouchers daily and upload them to the designated shared drive.
• Maintain accurate and organized documentation of all financial transactions, contracts, and project records.
• Perform any other accounting or finance-related tasks as assigned by HQ Finance, based on updates or requirements.