Major Duties and Responsibilities. Accounting

Transcription

1 TERMS OF REFERENCE 1. Finance/ Accunts Persnnel Psitin: Finance Assistant (Accuntant)/ Officer Categry: Managerial/ Administrative (Nn-Faculty Staff) Place f Emplyment: FITI Secretariat, Changeney, Thimphu Emplyment type: Regular Majr Duties and Respnsibilities (a) Accunting Establish an accunting system t manage and maintain the accunting requirement f FITI in cmpliance with statutry nrms; Study and prpse ERP Accunting mdule. Management f the data file and the apprpriate filing f the electrnic and hard cpies f the financial dcuments and reprts; Prepare mnthly financial statement (reprt) fr further analysis; Ensure regular mnitring f the bank accunt (s); Mnitr (i) cash flws and (ii) wrking capital; Carry ut calculatin f the payrll fr all FITI staff n the basis f valid cntracts; Prepare internal invices fr the persnal use f the FITI assets; Maintain payment recrds f all invices received; Maintain payee statement recrds f all suppliers and service prviders; Carry ut payment f all regular area f ffice expenses such as ffice rental, telecmmunicatin (telephne, fax, internet etc) bills, advances, etc; Maintain and manage emplyee s PF, GIS with relevant stakehlders; Maintain and manage all relevant taxatin such as TDS remittances t Revenue and Custm, etc; (b) Finance/ Budget Prepare annual financial and budget plan fr FITI in cnsultatin with Directr; Develp financial manual, plicy and guidelines fr FITI; Manage shrt term and lng-term investments f funds and maximize interest earnings; Mnitr the develpment f expenditure, ensuring that budget verruns d nt ccur and prepare request fr pssible amendments;

2 Prvide guidelines and frmat t the divisins fr submitting their accunts fr budget & balance sheet preparatin; Furnish necessary and classified infrmatin t the bard alng with analysis and suggestins; Prepare the fllwing infrmatin t strengthen and frmalize crprate decisin-making prcess: ü Annual business plans, cash flw prjectin, frecasts and lng term plans; ü Budgets including capital, manpwer and verhead budgets alng with variance analysis; ü Crdinate and assist Statutry Auditing/RAA fr annual auditing; ü Cnsult with divisin, businesses units and r affiliated cmpanies t imprve financial perfrmance; ü Prepare quarterly perating results f FITI as a whle and divisin wise; ü Prepare and maintain the fllwing data fr statutry auditing, presentatin t the Bard and Annual Reprt: The financial statement presenting fairly its states f affairs, the results f its peratin, cash flws and change in fund psitins; Prper bks f accunts; Apprpriate accunting plicies t guide financial statements and accunting estimates preparatin; Natinal/Internatinal accunting standards, as applicable in Bhutan, t cmply and prepare financial statements; Sund internal cntrl system fr effective implementatin and mnitring. ü Cmpile and present the annual budgeting/ Strategic Financial Planning at least nce in three mnths. (C) Others Maintain and be custdian f all accunts and budget related dcuments and files; Maintain and manage all recrds related t FITI assets; Represent FITI in all stakehlders meeting related t accunts, finance and budget; Attain Bard meeting as and when required fr budget and financial statement presentatin; Prepare annual reprt; Carry ut any ther duties that may reasnably r exceptinally be required t ensure the smth peratin f FITI s wrk as assigned by Directr; Prepare FITI Prcurement Rules and Regulatin.

3 2. HR, Admin and Prcurement Persnnel Psitin: Categry: Place f Emplyment: Emplyment type: HRA & P Officer Managerial/ Administrative (Nn-Faculty Staff) FITI Secretariat, Changeney, Thimphu Regular Main Rles and Respnsibilities 1. Human Resurce Frmulate and implement prgressive HR plicies; Develp prper HR plan and strategies t implement the plans; Develp the internal service rule which charts ut clearly the rights and bligatins as well as maintains a psitive and prgressive essence in human management; Develp relevant and accurate terms f reference and jb respnsibilities; Carry ut all recruitment in timely manner; Manage and maintain Cnsultants Legal and Cntracting matters; Develp and implement Perfrmance Management System (PMS) t measure perfrmances; Institute Perfrmance Based Incentive System (PBIS) and PMS; Set perfrmance targets annually in clse cnsultatin as per the timeline with divisin and evaluate perfrmance annually; Set the fllwing Key Perfrmance Indicatrs (KPIs): Identify KPIs fr each divisins/ units; KPIs fr internal services like prcurement efficiencies, training effectiveness and ther supprt services; KPIs fr finance units fr timely and accuracy f balance sheets, usefulness f financial data, analysis and MIS t the management and the bard; KPIs fr HR t include increasing manpwer efficiency and reducing headcunt thrugh multitasking and autmating task; Setting (i) targets and gals fr the divisin thrugh a strategic exercise, (ii) training plans, (iii) annual budget and activities. Carry ut a prper study in rganizatinal structure and manpwer staffing cmmensurate t evlving needs f the agency; Develp ptimum manpwer strength in discussin with divisins/ units; Assess the wrklad versus manpwer strength; Develp strategies fr rightsizing thrugh recruitment and retrenchment and ensure successin planning;

4 Implement an effective HR Management infrmatin system (recrds f leave, salary, data etc.); Maintain prper emplyee recrds, issue rders and circulars in cmpliance with the internal service rule; 2. Administratin, Lgistics and Prcurement Carry ut all administrative functins including the fllwing: Prcurement f gds, services and wrks; Manage the hspitality & lgistics requirements f FITI; Manage and maintain (including insuring) the assets f FITI including vehicles, ffice equipment and thers; Maintain stck inventry; Internal Administrative Disputes & Grievances redressal (including disciplinary actins); Manage and cntrl verhead csts & expenses, persnnel csts, analyze and suggest cst cutting measures; Establish internal plicies fr cmmunicatin and ffice decrum; Establish grup insurance saving scheme (GIS) and staff welfare schemes; Purchase, manage & maintain pl vehicle (s); Develp pl vehicle management manual; Ensure annual maintenance cntract (AMCs) f equipment & thers; Establish a system t receive and dispatch mails in an efficient manner; Prcure security services (utsurce) and establish security system t mnitr and secure FITI building and its prperties; Prcure (utsurce) and manage huse keeping services fr FITI building and ffices; Make timely prcurement f furniture, statinaries and ther items required by FITI; Make recrd and timely payment f mnthly rent, annual payment t varius service prvider (e.g BTL) and renewal f agreement as per the cntract signed; Carry ut prper scrutiny, sanctin and payment f bills (TA/DA, Medical, Purchase, Telephne & Mbile, Water & Electricity, taxes & newspaper); Ensure regular attendance f emplyees; Cmply with relevant natinal/ internatinal statutry rules & regulatins standard in regard t recruitment and prcurement; All ther administrative matters.

5 3. Others Maintain and manage all recrds related t FITI assets; Represent FITI in all stakehlders meeting in regard t HR and Prcurement; Crdinate and lead chadi preparatin related t FITI Office; Carry ut any ther duties that may reasnably r exceptinally be required t ensure the smth peratin f FITI s wrk as assigned by Directr;

6 3. Executive Assistant Psitin: Categry: Place f Emplyment: Emplyment type: Executive Assistant Supprt Staff (Nn-Faculty Staff) FITI Secretariat, Changeney, Thimphu Regular Main rle and respnsibilities 1. Effective and efficient functining f the Directr s ffice with fcus n the fllwing: Maintenance f the Directr s calendar, cntacts with high-ranking visitrs, arrangement f appintments and meetings; Participate in the rganizatin and preparatin f Bard and staff meetings r special meetings; Take meeting minutes with all necessary dcumentatin and infrmatin; Maintenance f prtcl prcedures; Preparatin f high quality briefing materials fr Directr fr appintments, meetings, missins etc.; Management f Directr s appintment, meeting and representatin schedules; Maintenance f rsters f Bard Directrs prgram and schedule, and telephne lists; Preparatin f crrespndence, directives, cmments n behalf f Directr fr his signature and making fllw-up when required; Manage and maintain Directr s travel, claims, leave and fllw-up with relevant agents. 2. Effective cmmunicatins supprt t the ffice with fcus n the fllwing: Maintenance f the filing system ensuring safekeeping f cnfidential materials; Type crrespndences, dcuments and reprts etc, sme fr which are f highly cnfidential nature; Crdinatin f the infrmatin flws in the ffice and fllw up n circulatin files; Screening f all incming calls and crrespndence; Presentatin f prpsals t eliminate cmmunicatin bttlenecks in the ffice and streamline ffice prcedures between the supervisr s ffice and subrdinate divisin; Maintain up-t-date plicy, cnfidential and general management files;

7 Prepare mnthly attendance reprts and ther peridic persnnel statistics. 3. Any ther respnsibilities assigned by the management. Cmpetencies 1. Planning, rganizing and multi-tasking; 2. Managing infrmatin and wrkflw; 3. Lgistical supprt; 4. Usage f cmputer and MS Office Applicatins (MS Wrd, Excel, PwerPint etc); 5. Capability t cmmunicate clearly and cncisely in bth ral and written English and Dzngkha.