The FM Assistant provides technical support and assistance to the FM team. This includes maintaining and updating the FM-related work database, collaborating with external departments on information system development, and supporting Financial Management Specialist (FMS) in preparing reports and presentations on FM matters. Additionally, the assistant provides various administrative support to FM Team including but not limited to managing schedules, logistics, office documents, Short Term Consultant (STC) management, data entry, and office supplies. The assistant ensures confidentiality and performs other assigned tasks.
Key responsibilities:
Audit Compliance
61 Assist the team to maintain and update the master table for the whole portfolio of SBF and Trust Funds, aligning it with other operational system data. Generate monthly Audit Compliance Status Report for projects with audit reports due, providing early notice and conducting data analysis with support from FM Specialist to reflect project audit performance for management’s inform decisions.
61 Support responsible FM specialists to prepare audit waiver in compliance with the FM Guidance Note.
61 Assist the team to compile necessary data and information to prepare reports of overall portfolio, such as semi-annual/annual reports, Quarterly Monitoring Report, etc.
Database maintenance and Information System Development
61 Assist the team to maintain a database of audit reports and Unaudited Interim Financial Report (IUFRs) using the Bank’s system, establishing and monitoring tracking rules based on legal covenants for projects with audit and IUFR requirements. Record the receipt of various reports with necessary detailed information.
61 Manage the filing of legal covenants, audit reports, IUFRs, and FM materials on the shared drive for future reference.
61 Support the FM Team to collaborate with the IMIS team to develop the audit and IUFR tracking function in the IMIS system and ITD team on IT-related initiatives, e.g.: Client Portal development, etc.
Consultant Management and Support
61 Assist the FM Team to monitor and manage consultants' contracts.
Logistic Support for Travel and Meeting
61 Ensure timely and smooth logistics of FM Team members on official travel, including assisting with staff visa application, travel request preparation and claims of reimbursement.
61 Provide logistical support for meetings and events, including scheduling of time, distributing invites, assisting with minutes-taking, and other instructed support.
Administrative Support
61 Provide support for on/offboarding logistics for professional staff, including tasks such as office arrangement, coordination with HR/Facility Administration Services Department (FAS) teams, and collaboration with relevant teams for a smooth process.
61 Any other tasks that may be assigned from time to time by the supervisor(s).
Candidate Requirements
- Bachelor’s degree or above in related fields from a reputable university
- Minimum 2 year of relevant operational/administrative support experience in the international/financial institution
- Having familiarity with financial management and accounting in the role would be a valuable asset
- Proficient in verbal/written English and Chinese
- Excellent interpersonal, diplomatic and organizational skills as well as ability to juggle multiple priorities
- Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation
- Experience of working in a multi-national environment with a dispersed workforce will be a plus
- Proven experience with MS Office Applications is a must