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Administrative Assistant  (Beijing Program Office)
Job Description

Position Summary

The Administrative Assistant will work under the supervision of Program Administrator and will be primarily responsible for financial and training duties related to the implementation of the Small Farmers Adapting to Global Market project (SFAGM), Sustainable Agricultural Development Project Phase II (SADP) as well as Livestock Health Extension Service Project (LHESP) as deemed necessary.

Duties and Responsibilities

The Administrative Assistant under contract to Agriculture & Agri-Food Canada (AAFC), will be responsible to:

1. Finance

• Support the Program Administrator to prepare the financial reports and budgets with accurate information/data;

• Transfer the advance to Project Field Offices (PFO) as required;

• Make payment for bills and travel expenses by cash or bank transfer after reviewing/auditing;

• Prepare Beijing Program Office (BPO) monthly expense claims and summary ledger;

• Check that receipts accompany all expenses;

• Check that training activities have correct activity numbers;

• Verify per diems against allowances;

• Verify the local consultant fees against the qualification/contract;

• Make photocopies of all expense claims and receipts;

• Audit all expenses of PFOs/LTTAs;

• Report to PFOs/LTTAs the changes of the expense claims;

• Arrange for office procurement for BPO & PFOs;

• Update BPO’s procurement database and compile the database from PFOs;

2. Reports/Workplans

• Maintain and update the List of Outputs and Activities;

• Assist in preparation and distribution of workplans and reports as required;

• Make charts/tables/figures of the reports/workplans;

• Make arrangement for distributing project documentation as required;

Qualifications and Minimum Requirements

    1. College Graduate with the major of accounting;

    2. Proficiency in both spoken and written English and Chinese;

    3. Ability to access e-mail, electronic calendars, and other office support softwares;

    4. Highly organized. Outgoing personality. Pleasant, courteous and helpful;

    5. Typically requires one year of related experience;

    6. Professional appearance and presentation.