Administration and Finance Officer
Position Circumstances
- Career Category: Accounting, Banking / Finance, Business Administration
- Schedule:Full-time
- Salary: Negotiable
Reports To: Executive Director
The Admin and Finance Officer is responsible for ensuring effective financial management, administrative operations, and office support for Happy Cambodian Children Organization (HCC). The position ensures accurate financial records, compliance with Cambodian laws and donor requirements, efficient office administration, and financial spot checks on HCC's implementing partners. The officer works closely with the Executive Director, implementing partners, auditors, and relevant government institutions to support the successful implementation of HCC programs.
Working Relationships
The Administration and Finance Officer works closely with:
- Executive Director
- Deputy Executive Director
- Technical Director
- Implementing Partners
- Donor (Kinchan Foundation)
- External Auditors
- Tax Department
- National Social Security Fund (NSSF)
- Ministry of Labor
- Accounting and Auditing Authority
- Banks and other service providers
Performance Indicators
Performance will be evaluated based on:
- Accuracy and timeliness of financial reports.
- Timely processing of advances and settlements.
- Compliance with tax, labor, NSSF and ACA requirements.
- Effective monitoring of partner financial performance.
- Completion partner financial audits annually.
- Accuracy of the HCC asset register.
- Effective office administration and meeting coordination.
- Timeliness and quality of meeting minutes.
- Compliance with HCC policies and donor requirements.
- Overall support provided to the Executive Director and HCC operations.
Duties & Responsibilities:
- Financial Management
- Maintain complete and accurate financial records in accordance with HCC financial policies and donor requirements.
- Prepare monthly, quarterly, semesterly and annual financial reports.
- Process staff advances and ensure timely settlement with proper supporting documents.
- Review payment requests and ensure expenditures comply with approved budgets and financial policies.
- Maintain an organized filing system for all financial documents.
- Assist with annual budgeting and financial planning.
- Support internal and external audits.
- Partner Financial Monitoring
- Conduct quarterly financial review meetings with HCC implementing partners to spot check project expenditures and budget utilization.
- Review partner financial reports and supporting documents.
- Report issues to the Executive Director for further actions.
- Conduct financial monitoring visits to implementing partners when required.
- Assist the Executive Director in yearly financial audits of HCC implementing partners and prepare audit report with recommendations.
- Tax and Statutory Compliance
- Prepare and submit monthly and yearly tax declarations, including:
- Salary Tax
- Withholding Tax
- Other applicable taxes
- Ensure timely monthly NSSF registration and contribution payments.
- Maintain compliance with other Cambodian tax regulations, labor requirements and accounting / audit authorities.
- Coordinate with tax and other authorities when necessary.
- Asset Management
- Maintain and regularly update the HCC fixed asset register.
- Label, track, and verify organizational assets.
- Conduct periodic physical asset verification.
- Ensure proper maintenance and safeguarding of HCC assets.
- Prepare annual asset inventory reports.
- Administration and Office Management
- Manage daily office administration and ensure efficient office operations.
- Assist the Executive Director in arranging internal and external meetings, workshops, and organizational events.
- Prepare meeting agendas, take meeting minutes, and distribute action points.
- Manage office supplies and procurement of administrative materials.
- Process monthly payments for office utilities, including electricity, water, internet, and other office expenses.
- Maintain office filing systems and organizational records.
- Coordinate maintenance of office equipment and facilities.
- Coordination and Meetings
- Participate in weekly meetings with donors per Executive Director’s requests.
- Participate in monthly meetings with HCC implementing partners per Executive Director’s requests.
- Other Responsibilities
- Maintain confidentiality of financial and organizational information.
- Perform any other duties assigned by the Executive Director.
Benefits:
- Monthly gross salary (Competitive)
- National Social Security Fund (NSSF) coverage in accordance with Cambodian labor law.
- Group health and accident insurance.
- Seniority indemnity (Seniority Fund) in compliance with Cambodian labor regulations.
- Provident Fund contributions in accordance with HCC's staff benefits policy.
- Annual leave, public holidays, and other leave entitlements in accordance with HCC's Human Resources Policy and the Cambodian Labor Law.
- Professional development and training opportunities, subject to organizational priorities and available resources.
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Good
Qualifications:
- Bachelor's Degree in Accounting, Finance, Business Administration, or a related field
Work History:
- Finance and administration for 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Professional accounting qualifications are an advantage.
- Experience working with NGOs and donor-funded projects is preferred.
- Experience in partner financial monitoring and financial audits is an advantage.
- Knowledge of Cambodian tax regulations, and NSSF requirements.
- Strong financial management and accounting skills.
- Good understanding of Cambodian taxation and labor regulations.
- Strong organizational and office management skills.
- Excellent analytical and problem-solving abilities.
- High attention to detail and accuracy.
- Good computer skills, including Quick Books, Microsoft Excel, Word and PowerPoint.
- Good written and spoken English and Khmer.
Soft Skills
- Good communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Strong integrity and commitment to confidentiality.
