Finance Manager
Position Summary Expectations - Duties, Responsibilities
Duty Station: Phnom Penh – Krousar Thmey Head Office
Supervision: Executive Director
Version 2022.02
As a key member of the Krousar Thmey Head Office, the Finance Manager is responsible for all financial tasks and for providing financial advice and support to colleagues.
By complying herself/himself with Krousar Thmey vision, mission and policies, she/he will contribute to achieve the organization goals and objectives. He/she will work closely with the Executive Director with support from half-time Finance advisor, and also collaborates with different staff from different structures of Krousar Thmey. He/she will manage the finance team which is composed by Finance officer and Accountant.
- Financial and accounting management
- To contribute to build and monitor the organization’s annual budget
- To track all actual expenses to budget line
- To follow-up actual expenses and ensure that organizational funds are used appropriately, in accordance with donor agreements and comply with the financial management policy
- To monitor cash flows and ensure that there are enough funds available in the bank for daily operation
- To ensure that the financial management policy are appropriately implemented
- To check and validate documents submitted by the Finance staff such as petty cash reports, bank reconciliations, cash reconciliations, etc.
- To verify all the quotations collectedTo validate purchases, missions and trainings requests according to related policies of KT
- To check the asset tag for new assets acquisition, transfer, and inventories
- To prepare the accounting closure and produce financial reports based on each donor’s requirement
- To continue to develop and improve financial guidelines, best practices and procedures within the organization, as necessary
- To continue to develop and improve the financial system and accounting system (QuickBooks), as necessary
- Relations with internal departments and third parties
- To supervise the finance team in the Head Office (2 persons)
- To visit field offices and program activities on a regular basis in order to check the expenditures, calculate monthly amounts to transfer and perform controls such as inventory, cash counts, etc.
- To provide support to field finance staff, and work closely with them to ensure that financial information is accurate and up to date
- To follow-up funding situation with Krousar Thmey international entities in collaboration with grants and reporting officer
- To prepare and send a budget proposal to Program teamTo check the accuracy of all financial reports before they are sent to donors
- To manage the overall relation with banks, including opening and closing accounts, negotiation of conditions and manage the follow-up of all Organization’s bank accounts
- To liaise with the external auditors and reconcile accounting system to make an adjustment following the raising points in external audit report as necessary
- Administrative related tasks
- To follow up staff changes and update the dedicated file with new information (Salary, seniority, … and specifying the donor’s name and % covered per donor)
- To double check the calculated provident fund for the year N (equivalent of one month salary for all active full-time, debit the account 60123, provident fund provision and credit the account 22100, provident fund advance from the calculated amount)
- To double check the calculation of the total amount withdrawn by the staff for the year N and transfer the equivalent of the calculated amount from provident fund bank account to Krousar Thmey Cambodia account
- To perform other tasks as requested by the Executive Director.
- A minimum of 3 years of experience in coordinating/managing finance and accounting in the development or NGO sectors
- At least Bachelor degree in Finance and Accounting, or equivalent combination of education and proven work experience (Master in Finance/accounting/audit would be an asset).
- Excellent organization skills with a proven ability to prioritize tasks and a demonstrated experience in accounting and financial tasks
- Proficient in MS Office, particularly Excel
- Good knowledge of accounting systems (QuickBooks)
- Excellent command of spoken and written English (French would be an asset)
- Strong communication and interpersonal skills, with an ability to work well in a multicultural team, with people from diverse backgrounds
- Autonomous and proactive, with a sense of initiative, responsibility, accountability, adaptability and flexibility
- Proven ability to travel regularly in provinces
- Car or motorbike driving skills (optional for People with Disabilities).
Finance Officer
Position Summary Expectations - Duties, Responsibilities
Duty Station: Phnom Penh – Head Office
Supervision: Finance Manager
Working schedule: Monday to Friday,
Version: 2022.02
By complying herself/himself with Krousar Thmey vision, mission and policies, she/he will work closely with the Accountant, Finance manager, and also collaborates with different staff from schools, centers and family houses. He/she will assist the Finance manager to manage the finance team.
The finance officer is supporting the Finance Manager in his/her daily task.
- Financial and accounting management
- To assist the Finance Manager to ensure a reliable organization’s financial accounting
- To ensure and control data entries into the accounting system
- To follow organization’s asset acquisition, transfer, inventories with recording and filling
- To control the preparation and collection of any financial supporting documentation
- To ensure all finance documents well submitted and safe
- To gather and collect all the financial data and information, to verify whether it has been accurately entered in the system, to monitor and retrieve the financial details whenever there is a need, etc.
- To manage and reconcile all financial projects appropriately
- To check and edit monthly transfer
- To visit field offices and program activities on occasions in order to perform controls such as surprise count cash, etc.
- To assist the Finance Manager in preparing financial reports (profit & loss account, balance sheet, reports to donors or the Management)
- To check prepare the monthly payroll for the Head office staff
- To control the reconcile cash and bank data on a monthly basis
- To control and follow-up staff loans, staff salary, etc
- To liaise with the external auditors
- Relations with internal departments and third parties
- To supervise and prepare financial reports to major donors, ensuring a strong and accurate matching with the accounting system
- To supervise the finance team in head office ( one accountant)
- To prepare and issue checqe
- To ensure and check with admin officer for salary ,tax, loan and provident fund amount
- To ensure compliance with accounting rules and the organization’s internal policies
- To provide support to field finance staff, and work closely with them to ensure that financial information is accurate and up to date
- To participate in the improvement of financial processes and controls, including the quality of the accounting
- To take on more responsibilities in the field of Financial Analysis such as costs controlling and budget analysis
- To prepare and send a budget proposal to Public relation for donors, in collaboration with grants and reporting officer and program manager.
- To create project tool for every new addition project
- To update every project tool with monthly expenses
- To meet grants and reporting officer and Program Coordinator/manager in charge of the project to follow up expenses, remaining budget and reallocate funds if needed
- To prepare and send to grants and reporting officer: annual, monthly, half year, quarterly financial reports according with donors’ agreement
- To check and transfer the funds the purchase of clothes for children for Khmer New Year and Pchum Ben to each family house and protection center(FAP: 2.7, 2.10)
- To check and transfer the funds to each activity for the payment of New School Year Bonus(FAP: 2.11)
- To check the calculated the total amount withdrawn by staff for the year N and transfer the equivalent of the calculated amount from Provident fund bank account to KTC bank account (2.13)
- To check the calculation of the provision for the year N (equivalent of 1 month salary for all active full-time, debit the account 60123 - Provident fund provision and credit the account 22100 - Provident fund (advances) from the calculated amount (2.14)
- Financial processes and rules
- To develop and maintain financial guidelines, best practices and procedures within the organization
- To validate purchases, missions and trainings requests according to the financial management policy
- To check and validate documents submitted by the Finance staff such as petty cash reports, bank reconciliations, cash reconciliations all centers, school/houses, etc.
- To improve and develop the accounting system (QuickBooks) in order to facilitate the reporting process
- To help improve accounting system, making proposals on the current chart of accounts, and to develop any relevant report when necessary
- To ensure compliance with the financial management policy and verify that financial controls are appropriately implemented
- To visit field offices and program activities on a regular basis in order to check the expenditures, calculate monthly amounts to transfer and perform controls such as inventory, cash counts, etc.
- To perform any other tasks requested by the Finance manager & Executive Director.
- Respect all Krousar Thmey policies
- To carry out other functions assigned by the Finance Manger
- At least Bachelor degree in Finance and Accounting, or equivalent combination of education and proven work experience (Master in Finance/accounting/audit would be a plus).
- A minimum of 2 years of experience in finance and accounting
- Proficient in MS Office, particularly Excel
- Good knowledge of accounting systems (QuickBooks would be a plus)
- Excellent skills in spoken and written English are mandatory
- Honest with strong ethical values, sense of responsibility and demonstrated accountability
- Car or motorbike driving skills (optional for People with Disabilities).
