Administrative Assistant, CAP-TB Project

Admin

• Support for Kunming office daily operations. Serves as a receptionist, receive phone calls, routes to the person concerned, takes messages etc.; ensures that all office equipment and utilities are in good operation conditions; provide all necessary admin support to the office.
• Support to the Office Manager for all registrations updating and inspection which are related with Kunming office.
• Responsible for travel arrangement for travelers coming in and going out. Arrange hotel reservation, flight reservation, visa application for staff, consultants and visitors. Handles logistic issues related to the meetings, trainings or workshops.
• Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations. Develops and maintains information of all active vendors in the vendor database. 
• Works in collaboration with concerned staff for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements.  This includes procurement of commodities and services such as office supplies and equipment, equipment maintenance, messenger services, and translation services.
• Maintains and updates records of all administrative and financial related document, for example, office leases, office licenses, SBC material development and distribution list, staff leave application tracking, monthly finance folder etc.
• Responsible for preparing procurement request, requesting quotations, coordinate with FHI 360 Headquarter / Asia Pacific Regional Office (APRO) to finalize purchase orders.
• Performs other relevant duties as Program Manager assigned.

Finance

• Review invoices, vouchers, travel expenses reports, and supporting documents in order to verify that expenses were properly incurred; computations are mathematically correct, the amounts and items claimed are in agreement with the document authorizing the claim, and the voucher/invoice does not represent a duplicate claim which has previously been submitted and paid.
• Support the Office Manager for all fund transact through bank accounts. Pick up monthly bank statements
• Record and keep the bank journal and cash journal for Kunming office.
• Handles the taxation issues periodically to local and country tax offices include the tax declaration to local and country tax bureau by monthly.
• Works in collaboration with concerned staff at FHI 360 Asia Pacific Regional Office (APRO) or other relevant duties as assigned.

CONTRIBUTIONS:

• Provide administrative support for other staff in the unit as requested and ensure Kunming office daily operation goes smoothly.
• Ensure all procurements are compliant with FHI360's policy and donor’s requirement.
• Contact vendors to make payments for goods and services.
• Contact bank for necessary financial transactions as assigned.
• Prepare AP Voucher for payment
• Prepare and submit withholding tax and other financial information as assigned
• Ensure financial and admin information is updated and all documents are well-organized.