Finance and Administration Manager
The Opportunity
FFI is seeking an experienced Finance & Administration Manager to provide guidance and oversight on financial and administrative matters to the Cambodia programme, ensuring that all matters of operation in-country run smoothly, conforming with national legislation, donor requirements, FFI policies and procedures and international best practice. (to see more in attached file)
Start Date: As soon as possible
Duration of Contract: Three year, fixed-term contract
Probation Period: Six months
Gross Salary Range: USD 2,000 – USD 2,200 gross per month contingent on experience
Location: FFI Cambodia Programme Office, Phnom Penh, with occasional travel when necessary
Benefits:
- 25 working days annual leave entitlement
- 13th month salary
- Health & Accident insurance
- Seniority
Hours of Work: This is a full-time position, working Monday to Friday from 8.00am to 5.30pm, with a one and half hour lunch break between 12.00pm and 1.30pm.
Working with: The Finance & Administration Manager will liaise with national and local government agencies, international and national partner NGOs, funders and donors, and staff from the FFI Cambodia Programme, representing the values and interests of FFI at all times.
Purpose:
The Financial & Administration Manager will oversee the financial and administrative functions of the FFI offices in Cambodia, provide effective, transparent and legally-appropriate support to the operation of FFI’s programme in Cambodia, conforming with national laws, donor requirements, FFI policies and procedures and international best practice.
Main Duties: Under the supervision of the Country Director, working in close day-to-day contact with Cambodia programme staff, particularly the Finance & Admin team, and liaising closely with the Asia-Pacific Finance Business Partner and Regional Finance Manager, the Finance & Administration Manager will have the following responsibilities:
- Financial management
- Oversee the operation of financial systems for FFI offices, Programmes and projects in Cambodia, in line with FFI’s policies and procedures, and where appropriate, those of donors.
- Monitor and support implementation of FFI and donor policies regarding financial matters, including those on procurement, expense claims, etc., working with staff to ensure compliance and promptly bringing to the attention of the Country Director and relevant Programme Managers any noteworthy issues or concerns.
- Assist with budget preparation and checking for proposal development, ensuring adequate budgeting, staff and overhead charging and cost recovery; and that resulting contracts or grant agreements comply with FFI policies and implementation conditions in Cambodia.
- Provide oversight of project budgets, assisting Programme and Project Managers to ensure that budgets are correctly executed and tracked, with timely and accurate recovery of project staff time.
- Ensure that Programme and Project Managers are able to use FFI systems, including FocalPoint, so they can readily access financial information and exert budgetary control for individual grants; and assist them to track grant expenditure and prepare periodic financial reports as required by donors, FFI, auditors and partners in conformity with specific reporting requirements.
- Provide overall control of project transactions, including appropriate reconciliation of project accounts, donor reporting and periodic unannounced checks on office cash reserves and management.
- Final check of requests for cash advances, reimbursements and purchase orders, ensuring that correct financial procedures are followed in line with organisational and donor requirements.
- Oversee procurement processes, in line with organisational and donor requirements.
- Ensure efficient cash flow for core office functions and projects, including management of FFI bank accounts, bank transfers, and liaison with FFI Headquarters, the FBP and local authorities / banks.
- Management and oversight of payroll, ensuring that all local statutory requirements with regard to tax and health / social insurance are satisfied.
- Work closely with the Finance Business Partner, Regional Finance Manager, Country Director, Programme Managers and the FFI Finance Team to prepare annual budgets for the FFI Cambodia Programme.
- Work with the Regional Finance Manager to ensure that the required month end reports and other supporting documents are submitted and uploaded on SharePoint and FocalPoint (as appropriate) in accordance with FFI deadlines. The submissions include (but are not restricted to)
- Month-End Report template o Bank statements
- Cash count reports
- Reconciliation of all bank accounts and petty cash balances held o Reconciliation of advances to staff each month
- Reconciliation of all other balance sheet accounts
- Ensure that all necessary information is submitted to FFI UK with regard to year-end, organisational and project audits and other ad-hoc requirements.
- Liaise as appropriate with the Finance Business Partner in the UK to ensure that FFI Cambodia financial data is consolidated onto the FFI central finance system in an accurate, efficient and transparent manner,
- Make preparations for and support implementation of external audits
- Operational and administrative management
- Supervision, management and leadership of FFI Cambodia Programme Finance & Administration team, developing the capacity of the team as necessary.
- In consultation with organisational and programme management teams, take leadership in developing, modifying and implementing operational and financial procedures to ensure effective running of the FFI Cambodia Programme, ensuring that policies are updated and comply with local statutory requirements and in line with FFI’s policies.
- Assist the Country Director by taking day-to-day responsibility for office operations, and for FFI's legal status in Cambodia, working with the appropriate ministries where necessary.
- Oversee the management of the office and equipment inventories and other core office information systems.
- Oversee the daily office operations. This includes but is not restricted to:
- Payment of bills (telephone, water, rent, etc)
- Office cleanliness and maintenance
- Management of stores and FFI equipment
- Maintain an efficient, robust, transparent filing system which is easily accessible to internal or external inspection and scrutiny, including ensuring records are kept electronically on SharePoint and FocalPoint.
- Perform other tasks and assume other responsibilities as designated by the Country Director.
- Essential
- Excellent organisational skills to effectively manage, deliver and monitor multiple workstreams.
- Proven ability to collaborate effectively with partner organisations, including governments, national and local NGOs,community groups and businesses.
- Excellent numerical skills.
- Excellent written and oral communication skills, including fluency in written and spoken English.
- Ability to work as part of a team, able to seek out and harness the views and contributions of others.
- Knowledge and experience
- Bachelor’s degree or advanced degree in finance, accounting, banking, business or a related field.
- Minimum ten years working in accounting, finance and operations management.
- Expertise in Cambodian and international tax, accounting and legal systems.
- Demonstratable staff management experience.
- An understanding and experience of working with international organisations.
- Desirable
- Master’s Degree in a relevant field.
- Established experience with capacity building, including training, coaching and mentoring others.
- Experience in securing funding and managing funder relationships.
