Description

FUNCTION:The Finance and Administrative Assistant will be responsible for providing day to day financial and administrative support and office management of the Civil Society Organizations for Good Governance and Green Growth in Cambodia (CSO4G) project by carrying out details of financial transactions and administrative tasks, office control, procurement and financial monitoring of the project, ensuring smooth implementation and compliance with donor requirements, policies and procedures. RESPONSIBILITIES AND DELIVERABLES: (including approximate percentage effort)

Financial Management (60%)

• Maintain accurate and complete financial reporting systems and procedures and ensure the security of all relevant financial records and documents.
• Support the project team and PACE focal trainers for preparation and processing of daily expenses such as case requests and settlements and review financial transactions and data before entry into the system.
• Support the Director of Finance to work with project staff to prepare annual, quarterly and monthly cash flow projections of the project in accordance with the Detailed Implementation Plan (DIP) and approved annual budget.
• Assist in preparing documents, materials and other necessary requirements for the conduct of external audits and ensuring audit compliance.
• Manage and process fund disbursements including reconciliation of bank account, and checking daily, monthly and annual expenditures.
• Monitor and track project expenses against the budget plan.
• Assist in producing monthly, quarterly and annual financial reports and submit to donors in a timely manner.
• Prepare and maintain the accounting system, ensuring that all transactions are duly recorded.
• Organize payroll and tax payments for Kundamlay staff every month.
• Manage petty cash and be prepared for surprise cash counts.
• Write and record checks and obtain receipts.

  Administrative Management (30%):

  • Ensure that all documents in both manual and electronic systems are well maintained and up to date for preparing justifications and reports for donors.
  • Prepare and organize documents and correspondence relating to administrative and HR issues such as job delegation, staff promotion, salary, and staff contracts.
  • Assist in liaising with the landlord regarding routine building matters and maintenance.
  • Assist in preparing the procurement plan and lead in procurement of the project as needed.
  • Ensure that training materials and office stationery are properly managed.
  • Oversee and update a fixed-asset inventory at least once per year.
  • Support management in disposing of fixed assets in accordance with regulations.
  • Ensure that all equipment is kept in good working order.
  • Ensure that there are adequate office, kitchen, and cleaning supplies in the office.
  • Coordinate itineraries for visitors/donors and arrange meetings, workshops and other events.
  • Support in all recruitment activities including advertising, interviewing, correspondence, contract development, and appropriate filing.
  • Assist in developing and maintaining the Human Resource policy manual to ensure that it is up to date and transparent. May perform other job-related duties as assigned (10%) QUALIFICATIONS AND SKILLS:
    • Bachelor’s degree in accounting, Finance, Business Administration or a related field is required, plus at least two (2) years of experience in Accounting and Office Administration including a minimum of one (1) year in NGO accounting and administration
    • Experience with EC budgets is a plus
    • Rich knowledge of accounting principles and practices
    • Knowledge and experience of handling office budgets
    • Proficient in English and Khmer, both spoken and written
    • Excellent organizational skills including strong attention to detail
    • Ability to produce accurate documents in a well-designed and attractive format
    • Computer proficient in word processing, spreadsheets, presentation tools, electronic mail and internet (Microsoft preferred) ESSENTIAL COMPETENCIES:
      • Ability to handle multiple tasks and work under time constraints
      • Ability to maintain confidentiality
      • Ability and willingness to work with a flexible schedule
      • Motivated to work responsibly with little supervision
      • Excellent interpersonal and communication skills
      • Ability to cooperate effectively and harmoniously with project partners and like-minded organizations
      • Demonstrate a high degree of honesty and integrity
      • Ability to foster and maintain a spirit of unity, teamwork and cooperation
      • Sensitivity in working with multiple cultures and beliefs, and to gender equity
      • Constant sitting, standing and walking, with occasional bending and lifting; may work at a computer for extended periods of time.