Finance and Administration Manager
Position Circumstances
- Career Category: Accounting, Admin / Supervisory, Banking / Finance, Exec. / Management
- Schedule:Full-time
- Salary: Negotiable
The Finance and Administrative Manager is responsible for overseeing field financial operations, administrative processes, and procurement activities. This role provides leadership and supervision to country office administration, procurement and field functions in administrative, procurement and finance to ensure compliance with FH and Investor’s policies. Ensure efficient budgeting, accurate financial reporting, cost control and office safety & security management.
Duties & Responsibilities:
- Key Result#1: Financial Management and Reporting and Compliance
- Oversee all field finance operations performance and ensure adequate internal controls, policies are fully complied and increasing the operational efficiency, detecting fraud and ensuring compliance with relevant regulations
- Ensure the description, coding, and charging reflected in the journal analysis are correct and accurately match the supporting expenditure documents and on-time importing into accounting system.
- Oversee the safety of petty cash control in field offices and on-time report monthly finance book closing and conduct surprise cash counts as required
- Ensure monthly Balance Sheet accounts are reconciled and verify accuracy of expenditure financial transactions in terms of coding, descriptions and charging to ensure they are corrected.
- Oversee and monitor program and all office operational budget spending to ensure alignment with the approved budget plan, and provide feedback and communicate regularly with the team when deviations occur.
- Ensure financial spot-checks are done and monitor the tracking reports
- Establish and update financial forms as required
- Conduct regular field visits to ensure financial control and procedure are in place
- Provide orientation on FH and investor’s finance policy and guideline to staff and relevant stakeholders
- Carry out additional responsibilities and projects as assigned by supervisor.
- Key Result #2: Procurement Management
- Oversees procurement activities at all offices, including contract preparation, negotiation, and awarding, to ensure compliance with Investors and FH procurement policies and procedures and threshold approval authorization.
- Oversee the annual vendor performance evaluation process are completed on time, ensuring all key suppliers are assessed against agreed performance criteria and results are documented for procurement decisions.
- Preventing fraud, corruption, and unethical supplier practices that are not compliance with FH’s policies.
- Provide strategic direction lead to procurement team toward efficiency, team capacity, cost savings, sourcing/long-term agreement.
- Ensure the establishment of annual procurement plans during the years and monitor the quarterly progress updating in each operation and country offices.
- Strengthen organizational practice on Framework agreements include establish of agreement in each office areas follow the annual procurement plans and compliance with the global procurement policy and monitor report tracking list
- Ensure the procurement team conducts quarterly reviews and updates of catalog price items, and makes the updated information accessible to staff.
- Ensuring procurement audit corrective actions are responded by goal owners within the required timeframe without delay and monitor consistency in practice in the organization.
- Review monthly procurement reporting from each office and provide direction support to the team to ensure all purchase requests are managed effectively and procure on timeline requested
- Monitor closely all pending procurement transactions, follow up the progress and address the challenges/issues that disruptions to on-time purchasing.
- Ensure procurement practices are fully aligned with investor’s regulation
- Support supervisor in updating the procurement guidelines as required
- Key Result #3: Office Administrative and Assets Management
- Overseeing office operations, ensuring efficient administrative support, and maintaining a productive work environment, office safety, internal processes, and ensures compliance with FH’s rule and regulations.
- Ensure up-to-date tracking of all office lease agreements, internet, security guide, cleaner, vehicle fuel and take proactive plan actions before end of agreements.
- Provide directions to the team ensuring efficient logistics arrangement, fleet management and secure visitor hosting facilities
- Ensure all offices maintain utmost standards in safety and security requirements to protect employees and property
- Ensure all offices are visible, promote branding and green office environment
- Manage and ensure safety legal documents such as contracts/agreements are proper filing and kept in safety place
- Oversee and ensure proper stock tracking systems are in place across all offices for office supplies, kitchen supplies, and hospitality materials, and ensure adequate stock levels are maintained to meet operational needs.
- Ensure each office is on track and proper filling of official letters in/out and proper filling of assets documents to each staff
- Oversea the accuracy of country’s assets registrations and reconcile with financial book to ensure they are matched
- Ensure effective physical assets count at all offices take place two times per year and work with the team to develop a disposal assets plan follow investor and FH policy and procedure
- Work with relevant departments in term of new office set up and movement plan and ensure proper control
- Ensure all FH Office rental buildings, equipment, and vehicles have valid insurance coverage
- Manage Country Office Admin Budget
- Key Result #4: Team Leadership and Development
- Live out and promote FH's culture (FH heartbeat, mindset and behavior and culture statement)
- Provided leadership, coaching, build team capacity and promote team accountability and performance role expectation.
- Conduct regular meetings with the team to discuss/improve performance, address the challenges and provide direction
- Build staff knowledge on policies and compliances.
- Pursue ongoing training, professional and personal development in the form of seminars, conferences, and online learning opportunities.
Benefits:
- Competitive salary
- 13th-month salary
- Phone card allowance
- Health and accident insurance (NSSF and FORTE)
- Seniority payment for UDC
- Severance pay for FDC, in accordance with the Labor Law of Cambodia
- Leave entitlement in accordance with the Labor Law of Cambodia
- Public holidays according to government notifications
- Additional benefits as specified in the FH Cambodia Personnel Manual
Expected Profile of Candidates
Languages:
- English - Good
- Khmer - Good
Qualifications:
- Bachelor's Degree in Business administration, finance, accountancy, law, or any other relevant degree from an accredited four-year college or university.
- Master's Degree in the above degrees is preferred
Work History:
- Finance/administration or an equivalent combination of education and experience for 5 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Solid work experience in general procurement and fleet management
- Experience with procurement in emergencies and work background in INGOs, a plus.
- Language: Proficiency in spoken and written Khmer and English. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
Soft Skills
- Vibrant personal relationship with Jesus Christ, a Christian commitment to serving the poor and in full agreement with FH’s Christian beliefs expressed in The Heartbeat.
- Strong people management skills/interpersonal skills with the ability to motivate, teach and mentor staff;
- Excellent communication skills (in both Khmer and English)
- Able to work flexible hours in a team environment, consistently meeting deadlines.
- Ability to handle a variety of tasks under pressure.
- Ability to work with sensitive information and to always maintain confidentiality.
- Ability to work in multi-cultural environment and closely with project staff, and willing to learn.
- Good team player abilities with problem-solving and leadership skills
- Excellent organizational and multitasking abilities with strong analytical mindset
- Good experience with office management procedures and departmental and legal policies
