Job Description

TOR Summary - Finance & Administration Assistant

Working closely with CSB's Finance/HR Manager, the Finance & Administration Assistant provides comprehensive administrative, finance, and operational support to CSB and JOCC. The role plays a key part in ensuring effective internal controls, sound financial administration, and efficient office operations, contributing to transparency, accountability, and smooth implementation of all CSB programmes and projects.

Key Responsibilities:

Administration & Office Operations

Procure office supplies, equipment, and services in compliance with CSB's procurement policies, procedures, and approval thresholds. Maintain and regularly update CSB/JOCC inventory records, including assets, office equipment, Learning Centre materials, and consumables. Coordinate goods receiving, verification against purchase orders, stock tagging, and proper documentation of inventory movements. Oversee routine maintenance and servicing of office facilities, equipment, and organizational assets, including coordination with service providers. Ensure proper asset safeguarding, storage, and usage in line with CSB internal control standards.

Finance & Internal Controls Support

Support the Finance Manager in bookkeeping activities, including data entry into accounting systems, filing of financial documents, and maintenance of vouchers and receipts. Assist in preparing payment documentation, petty cash records, and bank-related paperwork, ensuring accuracy and completeness. Support monthly and periodic financial reporting by compiling supporting schedules, summaries, and documentation. Ensure proper filing and archiving of financial records for audit and donor review purposes. Assist in implementing and adhering to CSB's internal control procedures and financial policies.

Documentation & Records Management

Maintain organized and up-to-date filing systems (physical and electronic), including Learning Centre files, JOCC documentation, administrative records, and project files. Ensure confidentiality and proper access control for sensitive financial, HR, and organizational documents. Support document retrieval for audits, management reviews, and donor reporting.

Management & Programme Support

Provide administrative and logistical support to the Executive Director and management team as required. Assist in organizing meetings, trainings, workshops, and project activities, including logistical arrangements and documentation. Support coordination between departments to ensure smooth internal communication and workflows.

Compliance & Reporting

Support compliance with donor requirements, internal policies, and organizational procedures related to administration and finance. Assist in preparing reports, summaries, and documentation required by management, auditors, and donors. Promptly report any administrative or financial discrepancies or risks to the Finance Manager.
Job Types: Full-time, Contract
Contract length: 18 months

Pay: RM1,700.00 - RM2,000.00 per month

Work Location: In person