Descripción de la Oferta

Under the supervision of the Finance & Administration Manager, the Administrative Assistant 7 / Administration & Finance Assistant provides a wide range of administrative and accounting support to the PMI AIRS Guatemala Project office.

Specific duties and responsibilities include the following:

• Performs general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.
• Maintains hard copy and electronic versions of a project archive, including contract and subcontract documents, client approvals, personnel files, consultant documents, travel files, procurement files, files of project deliverables, minutes of meetings, and project reports.
• Manages and document correspondences between project offices, the home office, the client, other partners, and stakeholders.
• Oversees the proper reporting of labor time and ensure the timely submission of electronic and paper timesheets, and the timely completion and submission of Labor Adjustment Forms, when needed.
• Greets, advises, and escorts guests.
• Purchases, stores and distributes office supplies.
• Assists with making logistical arrangements for project events and field activities.
• Makes logistical arrangements for project staff traveling outside their region or for international visitors.
• Records expenditures, income, and any other related transactions, in the books of accounts.
• Prepares payment vouchers and correspoonding checks.
• Prepares payroll and other regular payments with due consideration to deductions (for advances, loans, taxes, etc).
• Prepares monthly bank reconciliations.
• Checks petty cash payments and periodically reconciles petty cash balances.
• Keeps a register of fixed assets and maintains an easy cross reference system of all government property.
• Ensures that the books of accounts are up to date at all times, orderly, well kept, and readily available for reference and audit, when required.
• Prepares the monthly financial submission (ROV) in accordance with Abt Associates procedures and policies.
• Prepares monthly cash requests, and promptly advises action required to cover estimated costs.
• Liaise with the Finance & Contracts Director and the Finance & Contract Analyst at the PMI AIRS Headquarters Office on all aspects of financial procedures and any issues that may arise.
• Ensures that government taxes are paid on time.
• Ensures that periodic inventory of the fixed assets (property) of the company is conducted.
• Assists the Finance & Administration Manager in the implementation of the internal control system and financial procedures manual of the company.

Qualification requirements include the following:

• Secondary School completion (minimum), or an Associate or Bachelors Degree in Administration, Management, Accounting, Business, or other relevant field (desirable).
• At least three (3) years of relevant professional experience in office administration and accounting.
• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and financial and other computer applications such as MS Word, Excel, Quicken, Access, etc.
• Experience in payroll management, petty cash management, financial reporting, and budget tracking.
• Experience in inventory management is desirable.
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable.
• Excellent inter-personal communication skills and excellent organization skills.
• Experience in USAID-funded projects is highly preferred.
• Strong written and verbal communication skills in English are desirable.

Experiencia Requerida

Educación Superior

Lenguajes