Admin/Finance Manager
Expectations - Duties, Responsibilities
- Financial System Management and Daily Accounting
- Assist technical teams with budgets and administrative plans.
- Oversee organizational income and expenditures.
- Support proper management and reporting of transactions, fund utilization, and tracking of actual expenses against budgets.
- Analyze and record all transaction journals daily, ensuring accurate and timely submission to the supervisor and importation into the system.
- Review vouchers, invoices and payment requests to ensure correct account coding and cost center allocations.
- Track requests approved by managers, ensuring all relevant details and supporting documents are attached and compliant with budget and policy guidelines.
- Ensure timely provision of cash/check requests.
- Verify payment requests processed through the QuickBooks system.
- Ensure timely preparation and submission/uploading of journals in the accounting system.
- Conduct surprise cash audits with petty cash custodians and other occasional spot checks.
- Perform due diligence on incoming contracts, purchase orders, and payments, validating amounts with suppliers.
- Prepare monthly bank reconciliations and submit them to the Director promptly.
- Reconcile accounts receivables and payables in a timely manner.
- Train HSD staff on financial policies and procedures as needed.
- Conduct regular field visits to ensure field finance processes are functioning smoothly.
- Budget Management, Audit Preparation, Tax and VAT Compliance
- Assist the Director in completing annual and quarterly budgets on time.
- Facilitate proper bank account management, including timely fund transfer requests between HSD’s accounts as needed.
- Monitor approved budgets against actual expenses for each assigned project, providing reports to the Director.
- Coordinate with auditors during global and local audits, providing necessary reports and documentation.
- Perform monthly tax declarations with the General Tax Department.
- Ensure compliance with tax requirements.
- Staff Management, Development, and Security
- Brief staff on organizational rules, policies, and regulations.
- Supervise and support field finance assistants to ensure responsibilities are performed effectively.
- Ensure adherence to HSD’s code of conduct and report any deviations to HR for action.
- Collaborate with the finance team to build capacity and foster teamwork.
- Manage staff performance by setting clear goals, providing feedback, and conducting appraisals.
- Lead change initiatives, bridging diverse working cultures within the team.
- Monitor internal control issues.
- Build and maintain positive relationships with HSD staff, bank authorities, government officials, and external stakeholders.
- Perform other tasks as assigned by the supervisor.
- Required Experience, Skills, and Education:
- Minimum of five years of experience in finance and administration.
- High integrity, strong professional ethics, and a team-oriented attitude.
- Ability to self-manage a diverse and dynamic set of responsibilities and proactively solve problems.
- Proficiency in computer skills, including Microsoft Office.
- Ability to interact positively at all levels of the organization.
- Bachelor’s Degree in Accounting, Business Administration, or a related field, or an equivalent combination of education and experience.
- Experience in program design, implementation, management, and monitoring.
- Language: Fluency in Khmer and English
