[Blueboard] JOB VACANCY: Accounting & Administrative Coordinator

AAA Executive Director execdir at ateneoalumniassociation.org
Thu Oct 16 15:32:16 PHT 2014


*JOB DESCRIPTION*



*POSITION:* *ACCOUNTING & ADMINISTRATIVE COORDINATOR*



JOB OBJECTIVE:



Ensure that a systematic, cost-efficient and responsive financial system is
in place for smooth operations of the Association matched with updated and
organized documentation of all financial and salient organizational
transactions



REPORTING TO:                      The Executive Director (“ED”)



HOURS OF REPORTING:

1.       Forty (40) hours per week, Mondays to Fridays, with rotating duty
one Saturday a month, to the AAA head office at G/F Alingal Hall, Ateneo de
Manila campus, Loyola Heights, Quezon City

2.       The latest start of work is at 9:00 a.m.

3.       Any field work or external meetings in line with work objectives
must be pre-approved by the ED

4.       Monthly attendance sheet needs to be executed and signed off on by
ED with out-of-office meetings clearly tracked/cited



GENERAL QUALIFICATIONS:

1.       Graduate of BS Accountancy

2.       Has at least Four (4) years of experience in bookkeeping and a
clear understanding of basic financial protocols

3.       Has experience in working with and capacity to relate with various
kinds of personalities and teams

4.       High sense of priority, customer service and aptitude for details

5.       Diligent and thorough with work and outputs

6.       Able to effectively communicate ideas (primarily in English and
Tagalog)

7.       Willing to commit to a minimum service period of Two (2) years



PREFERRED QUALITIES & SOFT SKILLS:



Ability to:

1.       Multi-task and work in teams at multiple stages of a project

2.       Work extended hours when necessary

3.       Seamlessly deal with various stakeholders

4.       Learn fast given the necessarily quick on-boarding required by the
position for various AAA Projects/undertakings

5.       Independently address arising issues but with consideration of
what issues need consultation with ED, members of the ExeCom and Committees





ROLES AND RESPONSIBILITIES:



*The following are primary AAC functions:*



1. *Overall responsibility*. Administrates accounting functions, which
includes accounts payable, accounts receivable, billing, government
filings, payroll preparation, annual Audit preparation and providing
administrative support to the association.



2.       *Fiscal Management. *Take the lead in establishing a workable and
responsive financial monitoring and management system for the Association
inclusive of but not limited to:

a.        bookkeeping and cashier functions (ex. from maintenance of
documents on credit and debit transactions to preparation of checks and
check vouchers, processing of cash advance requests and receipting for
liquidation reports);

b.       preparing daily, weekly and monthly financial position reports of
the Association in a user-friendly format to aid in critical
decision-making of the organization;

c.        liaising with bank and other fiscal partners for the purpose of
securing or ensuring accurate and up-to-date statements of accounts,
shot-term placement certifications, bank transaction records and related
compliances, record of bank signatories and the like;

d.       maintenance of updated, well-maintained, coded/numbered and
organized fiscal electronic and hardcopy reports and documents (eg.
sequential filing of numbered vouchers, copies of supporting documents
critical to financial transactions such as contracts of engagement,
electronic copies of spreadsheets for daily cash position records);

e.        maintenance of updated database of partners for critical fiscal
transactions;

f.         in charge of compliance/filings with government and
non-government institution documentary and operational requirements;

g.        manage and periodically update platforms for fiscal monitoring
and reporting (ex. in-house programs, online reporting in coordination with
the AAA Treasurer and the ED, updating of financial forms for cash advance,
petty cash requests, liquidation reporting, and the like);



2.       *Cost Reduction/Efficiency Programs.* Take the lead in
recommending ways and means for the Association to improve its overall
cost-efficiency.



3.       *Professional and Organizational Development. *Be proactive in
recommending capacity building interventions towards improved fiscal
management of the Association. This includes hardware or electronic program
recommendations that may help improve overall fiscal efficiency of the
Association. Finally, this includes definition of individual commitment
plan aligned with the unit or organizational strategic plan.



4.       *Community and Services Support. *As part of the larger AAA
team/secretariat, the AAC shall fulfill functions that help with team
development and performance. These include but are not necessarily limited
to:

a.        assisting in ensuring provision of updated salaries and benefits
of employees of the AAA such as updating of SSS and related benefits and
records for employees;

b.       filing and maintenance of records of all central administrative
documents of the AAA; and

c.        backstopping and fiscal reporting/management support to core AAA
events, outreach programs, and the AAA Project Committees and the Board of
Directors, as coordinated through the ED/Treasurer; and



5.        *Others. *Perform other functions deemed necessary in realizing
efficient and responsive fiscal management for the Association.



*Interested applicant may submit their 1.) updated resumes; 2.) transcript
of records; and 3.) 2x2 photo at the Ateneo Alumni Association, Inc. Office
located at Rm. 102, GF, Alingal Hall**, ** Ateneo de Manila Univer**si**ty, or
via e-mail at **e* <hrmod at ateneo.edu>*xecdir at ateneoalumniassociation.org*
<xecdir at ateneoalumniassociation.org>*.*
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