Admin and Financial Officer
Position Summary Expectations - Duties, Responsibilities
Location : Phnom Penh with frequent travel to target provinces.
Report to: Admin and Financial Manager, Executive Director
- Financial Operation and Management:
- Assist the financial manager in overall financial management of the organization, including ensuring compliance with financial regulations and internal policies, as well as adhering to donors' rules and conditions.
- Double-check all accounting transactions to ensure timely and correct data entry into the accounting system (QuickBooks).
- Produce financial reports monthly, quarterly, and annually for CEPA, donors, and the board of directors, as well as ensure the proper use of the budget.
- Prepare CEPA's global budget annually and ensure each program's budget is achieved.
- Produce financial reports and ensure compliance with contribution-based requirements by donors.
- Review and transfer quarterly and monthly program activity budget requests for head and sub-offices.
- Calculate staff payroll monthly, including medical, bonus, taxation, and NSSF.
- Manage all CEPA bank accounts and report on donor fund reconciliations.
- As a member of the Management Team, contribute to improving CEPA's organizational development, financial policy, personnel policy, financial system, and funding proposals.
- Ensure compliance with audit standards and proper handling of donor funds, and prepare for auditor requirements.
- Build capacity on financial literacy for all CEPA staff by creating and delivering accounting and finance workshops and training sessions.
- Conduct Support Unit Meetings monthly, quarterly, and annually.
- Oversee the internal review function to ensure compliance with finance and operations controls and policies in sub-offices.
- Administrative and Management:
- Served as the Admin Officer, responsible for overall admin management of the organization; ensure that all CEPA property has follow to CEPA or donors' rules or condition
- Coordinate and manage general works including personnel affairs, office equipment management, updating inventory list and public relations of CEPA;
- Assist the supervisors to the procedures of staff recruitment, appraisal, motivation, and staff management and provide support, on the job training and coaching to finance and administration staff;
- Coordinate and maintain a procurement plan and procurement tracking tools to ensure that procurement takes place as planned to meet the working requirements of field site projects;
- Ensure that CEPA logistics and administrative systems, procedures and controls are in place, adhered to and effectively monitored;
- Maintain familiarity with all CEPA donor procurement compliance regulations, ensuring that all projects are aware of these regulations and are compliant with both donor and CEPA procedures.
- Bachelor's degree in Finance, Accounting, or a related field; MBA or CPA preferred.
- Five years of experience in finance, administration, operation support, and working with NGOs.
- Ability to prepare financial reports regularly (monthly, semi-annually, annually) in Khmer and English.
- Strong knowledge of financial reporting standards and regulatory requirements.
- Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
- Proficient in financial management software, Microsoft Excel, computerized accounting, spreadsheet, QuickBooks, word processing programs, and email.
- Excellent analytical, organizational, and problem-solving skills.
- Proven ability to work collaboratively in a team environment and manage multiple priorities.
- Strong team working, facilitation, communication and interpersonal skills, with the ability to present complex information clearly.
- High level of personal and professional integrity and trustworthiness, a strong work ethic, the ability to take initiative, and the ability to work with minimal direction.
- Good in speaking, reading, and writing in English and Khmer.
- Flexibility and motivation.
- Ability to work in demanding situations sometimes under pressure.
- Honest and reliable.
