Administrative and Finance Director
- Career Category: Banking / Finance, Accounting - Taxation / Audit, Business Administration, Exec. / Management
- Schedule:Full-time
- Salary: Negotiable
Reports to: Executive Director (ED)
Supervises: Senior Accountant, Bookkeeper, and relevant administrative and supportive staff.
Coordination: Collaborates with other departments, donors, grantors, and stakeholders of DYP
JOB OVERVIEW
Reporting directly to the Executive Director, the AFD oversees grant and funding management and implementation across all organizational projects. The AFD ensures effective financial management, efficient administrative systems, compliance, strong internal controls, and proper management of organizational resources, while providing strategic advice to support informed decision-making and the achievement of DYP’s objectives.
Core Function
The AFD is accountable for DYP’s overall financial and administrative operations, including accounting, budgeting, financial reporting, compliance, internal controls, and proper management of organizational resources. The AFD ensures accurate and timely financial records and reports in accordance with applicable Cambodian Financial Reporting Standards for Not-for-Profit Entities (CFRS for NFPEs) and ACAR requirements, using DYP’s QuickBooks accounting system, and provides financial and administrative advice to management to support decision-making and organizational effectiveness.
- Administration
- Oversee organizational administration, office operations, facilities, assets, and support services.
- Develop, implement, and monitor administrative, staff, and office policies and procedures.
- Oversee recruitment, onboarding, probation, performance appraisal, and staff employment matters.
- Ensure compliance with labor requirements and DYP policies and maintain confidential personnel records.
- Ensure job descriptions are regularly reviewed and updated.
- Promote staff development, teamwork, communication, and effective staff-management relations.
- Coordinate employment and administrative matters with relevant government authorities.
- Coordinate the development, review, renewal, and implementation of MOUs and agreements with Ministries, government authorities, NGOs, donors, and partners.
- Monitor compliance with commitments and requirements under MOUs and agreements.
- Finance
- Oversee DYP’s financial operations, including accounting, budgeting, reporting, cash management, procurement procedures, and internal controls.
- Lead monthly and annual budgeting and the preparation of organizational, program, donor, and grant budgets.
- Develop, implement, and monitor financial policies, procedures, systems, and internal controls.
- Monitor financial performance, budget variances, funding requirements, and financial risks.
- Maintain accurate and timely accounting records.
- Maintain and review the Chart of Accounts and transaction classification.
- Oversee bank reconciliations, cash management, and financial record-keeping.
- Oversee timely preparation and submission of financial statements, management, donor, and regulatory reports.
- Ensure compliance with CFRS for NFPEs, ACAR, tax, and donor requirements.
- Provide financial analysis and advice on planning, funding, pricing, contracts, and resource allocation.
- Oversee financial accountability and documentation of beneficiary funds.
- Coordinate internal and external audits and oversee timely submission of supporting documentation.
- Monitor audit findings and implementation of corrective actions.
- Coordinate with the Executive Committee, CCAFO, and icF on financial governance, compliance, and risk management.
- Present financial reports and key financial matters to management and relevant stakeholders.
- Supervise and develop finance staff.
- Other
- Provide logistical and administrative support for organizational activities, meetings, training, workshops, and travel.
- Maintain organizational data, records, and physical filing systems.
- Manage contracts and negotiate terms and prices with contractors and service providers.
- Oversee inventory, equipment, supplies, procurement, and replacement requirements.
- Prepare official correspondence, reports, documentation, and presentation materials.
- Oversee the repair and maintenance of office equipment, vehicles, and facilities.
- Oversee sanitation, cleanliness, safety, and general maintenance of the center.
- Collaborate with the Executive Committee Members (ECMs) and relevant units on strategic planning and organizational matters.
- Provide management advice and support on administrative, financial, compliance, and operational matters.
- Perform other duties as assigned by the Executive Director.
- Comply with DYP policies, procedures, code of conduct, and applicable regulations.
- Senior Management Advisory & Compliance
- Collaborate with ECMs and other unit officers to implement and monitor strategic program planning.
- Coordinate the provision of information to external auditors during annual audits.
- Ensure full compliance with government reporting requirements and tax filings.
- Policy – Provident Fund / (NSSF)
- Paid Leave - Maternity / Paternity
- Paid Leave – Annual
- Paid Leave – Family (maternity/paternity/elder care)
- Allowance – Annual Bonus / 13th Month Salary
- English - Fluent is required
- Bachelor's Degree in Finance and Accounting (or equivalent business experience)
- Progressively responsible financial experience within a major NGO, company, or corporate divisioP for 4 years as a minimum
- Language: Professional proficiency in English (speaking, writing, and listening).
- Leadership & Soft Skills: Proven leadership capabilities, assertiveness, and the ability to work independently with minimal supervision.
- Technical Skills: Computer literacy, including proficiency in word processing, spreadsheets, QuickBooks, and internet research tools.
- Financial Acumen: Strong working knowledge of budgets and budgetary control mechanisms.
- Work Ethic: High energy and persistence to see tasks through to successful completion, with the flexibility to work extended hours when necessary.
- Interpersonal Skills: A pleasant personality with a sense of humor and the ability to establish strong professional rapport with a diverse cross-section of society.
