Administrative Officer
- Career Category: Admin / Supervisory, HR
- Schedule:Full-time
- Salary: $500
Report to: Admin/Finance Manager (AFM)
Salary Grade/Step: Grade G/10-11
Job Overview
The Administrative Office (AO) is responsible for the oversight of PfD’s country office operations. He/she will be based in Phnom Penh with quarterly visits to the provincial offices including partners when necessary. This position is designed to work with relevant department and improve the administrative systems and procedures (notably management of information/communications, human resources, assets/property and procurement, logistics, travel and security) that support PfD’s development programs, and to increase the quality of the work of the administrative support. He/she will supervise an administrative assistant, logistics assistant, and will collaborate with the provincial offices/partners. The AO will assist AFM with the management of PfD’s asset/inventory control and reporting administrative matters to headquarters, donors and government agencies as required.
- General duties:
- To perform all key function of administrative, supervise interns and/or administrative assistants to ensure smooth operations of PfD office and that support to provinces office/partners on timely manner.
- Attend relevant external meetings and represent PfD appropriately if/as needed
- Ensure that all administrative and personnel records are up-to-date and are uniformly filed in hard and soft copy in all offices included provinces.
- Oversee the development of an internship/volunteer program including orientation and training of new interns/volunteers and liaison with universities and institutes that might provide interns/volunteers
- Contribute to development and annual updating of policies, including, but not limited to human resources/personnel, administration, logistics, and procurement in consultation with AFM and approval of the CPD.
- Provide necessary support on NSSF and other insurance related for PfD staff and properties.
- Information/communications:
- Liaise with relevant ministries on the requirement of Ministries for legal registration and MOU extension.
- Ensure that all communications related to finance, administrative and personnel queries from provincial offices, partners and HQ are attended.
- Make an official written correspondence on behalf of PfD office to ensure that communication is professional, appropriately and necessary protocol is followed
- Assist in development and updating of printed and electronic information materials about PfD and share with relevant partners.
- Oversee the development of electronic and hard copy libraries and filing systems in all offices
- Support AFM to oversee external relations, including ensuring that all Memoranda of Understanding/Agreement with ministries, donors, other partners, coordinating agencies, and HQ office, are up to date.
- Compile of project/program progress and reporting to external agencies: MOH, MFA, MEF and CDC etc.
- Human resource:
- Coordinate all aspects of recruitment of new staff and their induction to PfD
- Review personnel records as needed for file update, periodic assessment, revision and improvement of HR systems
- Oversee the completion of Annual Performance Review process for all staff and ensure that all relevant follow-up can be made.
- Coordinate to update monthly leaves record along with timesheet for all local staff.
- Work with AFM and other senior staff to revise salary scale and grade/step matrix
- Assets/property and procurement:
- Oversee country-wide office operations and ensure all offices are running smoothly and in order.
- Oversee the semester updating and filing of Cambodia program inventory from all offices and sending to HQ office and donor along with procurement report.
- Oversee all asset management, including procurement and timely disposal/handover of PfD assets, in accordance with donor guidelines and relevant agreements
- Perform and oversee of the procurement as per set out in work plan
- Support and oversee on the external agreements with donors
- Oversee maintenance of all PfD property including rental agreements and physical upkeep of offices
- Logistics, travel and security:
- Coordinate the safe transport of all staff travel and materials between Phnom Penh and project locations
- Oversee the regular updating of staff in information related to security
- Oversee the annual updating of security policy and travel protocol following current security situation in country and share with all staff
- See that staff in all offices are trained in updated security regulations and protocol
- Qualifications
- Academic degree in administration or management
- Four years' experience in organizational management, preferably in a NGO
- Excellent skills in written and verbal communication in both Khmer and English,
- Computer literacy, including thorough knowledge of Word, Excel, PowerPoint, Database, e-mail and Internet
- Interpersonal skills that include the ability to listen to others, collaborate smoothly with others, and resolve conflict in a constructive manner
- Ability to represent PfD professionally at external meetings and fora, and assist with regular liaison with donors, other NGOs and government agencies
- Skills in planning, management and training
- Commitment to developing the capacity of colleagues
- Resources Required
- Office space and access to computer, e-mail, and filing systems
- Adequate funding
- Necessary authorization/cooperation at local level
Finance Officer
- Career Category: Banking / Finance, Accounting
- Schedule:Full-time
- Salary: $500
Reports to: Admin/Finance Manager (AFM)
Grade/Step: (D/10-11)
Job Overview:
The main role of the Finance Officer is to provide support to the AFM for accounting and financial management tasks in the Phnom Penh office. The Finance Officer will play an important role in providing correct and timely financial information to key staff in the organization for proper management and monitoring of program funds and expenses, and will be responsible for the accounting requirements of the whole organization. Major responsibilities will include proper handling and recording of daily cash receipts and disbursements up to preparation of periodic reports of the Phnom Penh office, coordination of finance activities countrywide and helping ensure that provincial reports are true and correct, preparation of the PfD overall financial report and its timely submission to headquarters, preparation and timely dissemination of the monthly summary of expenses report by project (PfD monitoring tool for monthly review spending against budget), and preparation of finance reports to donors and appropriate government agencies.
- Handle Phnom Penh cash in office to meet daily needs of Phnom Penh office as well as periodic requisitions of provincial offices.
- Handle bank transactions of PfD. Make authorized deposits to and withdrawals from PfD bank accounts and communicate information to and from banks.
- Prepare vouchers for all Phnom Penh transactions, process for approval, issue payments or receive funds and make data entries to QuickBooks.
- Accept cash advance requests from provincial offices, ensure authorization from the respective project or program manager or team leader, evaluate and verify request, obtain proper approval and ensure timely fund transfer.
- Communicate with the admin-finance staff in the provincial offices, to support the AFM to ensure accuracy of recording, supporting documents with complete information and compliance of all field offices to PfD's accounting system.
- Support AFM to monitor expenses of all funds through the monthly summary of expense reports from provinces. Work with AFM to make necessary and timely corrective actions as needed on incorrect charging, under-spending (positive balance) and over-spending (negative balance).
- Support AFM to attend to the daily needs of the provincial offices as to queries on correct accounting entries, QuickBooks recording process, and all other finance related issues.
- Support AFM to ensure proper coordination of all PfD and partners finance offices by relaying relevant and important information to and from Phnom Penh office and provincial offices when necessary.
- Ensure that all copies of monthly financial reports retained in Phnom Penh are complete and are filed in good order.
- Review monthly expenses report from field/partners offices and consolidate for posting into QuickBooks and update monthly detail expenditure by project in excel file.
- Ensure that correct and complete voucher files are maintained for grants received in-country.
- Initiate cash count on all petty cash and cash in Phnom Penh Office every end of the month and as needed.
- Collect all bank statement and prepare bank reconciliation as well as advance reconciliation very end of the month.
- Process monthly payroll every 25th of the month for verification of AFM and approval of Country Program Director.
- Process a monthly salary tax and prepare payment to the tax department before 15th of the following month.
- Attend to the reporting requirements of various donors as delegated, and familiarize with all other donors reporting requirement for a smooth handover of this task in the absence of the AFM.
- Ensure at all times that financial files are filed completely and in order.
- Prepare cost analyses as needed and agreed with the AFM.
- Become familiar with the overall PfD accounting/finance system to be able to act as backstop in the absence of the AFM.
- Facilitate other duties as required and agreed with the AFM.
- Required Qualifications
- Bachelor degree in accounting/finance and finance-related courses;
- Minimum 4 years financial accounting experience;
- Fluency in written and spoken English and Khmer;
- Proficiency in use of e-mail, Microsoft Word and Excel in English and Khmer fonts;
- Proficiency in Quick Books Program; and Demonstrated willingness to work with others in an interactive team setting.
- Good interpersonal, organizational, team building skills and reliable.
- Flexible and ability to work under pressure.
- Experience with NGO center office as a plus.
- Valid driving license (motorcycle or car).
- Resources Required
- Adequate funding; and
- Office space and access to computers, email and telephone services.
