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Finance and Administration Manager

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Louvain Coopération au Développement (LC)

Louvain Coopération au Développement (LC) is a Belgian University NGO linked to the University Catholique of Louvain (UCL) operating in five regions of the world: Latin America, South-East coast of Africa, Central Africa, West Africa and South-East Asia. LC is also working to increase awareness of Belgian community regarding development issues. Louvain Cooperation started its activities in Cambodia by providing financial and technical support to local organizations in 2004 and works now in three different areas: mental health, other non-communicable diseases, food and economic security.


Job details

Job title: Finance and Administration Manager Featured Job
Job code:
Salary Type:
Sector: Not-for-Profit Sector(NGO)
Industry: NGO
Minimum salary: 0
Maximum salary: 0
Job Level: Management (5 – 10 years’ experience)
Job type:
Country: Cambodia
Location: Phnom Penh
Job Category/ Job Function: Accounting / Finance and Audit, Supervisory and Management
Description:

Interested to join a Belgian University NGO, active for 14 years in Cambodia in the field of Non-Communicable Diseases and Food & Economic Security.

Purpose of the job

Financial and administration management of Louvain Cooperation office in Phnom Penh (LC-CAM) and their joint projects in Cambodia

 

Key Responsibilities

    Ensure proper financial management of LC coordination and all joint project partner(s)


Financial Management

  • Develop and update monthly the allocation key of LC-CAM’s support costs on different joint projects according main donors and co-funding.
  • Compile expenses from the field and from the headquarters in the database of LC-CAM
  • Maintain excellent knowledge about the new donor guidelines and procurement procedures in order to respect the rules and make summary notes for its implementation if needed.
  • Validate payrolls and statements of charges and tax prepared for LC-CAM by the Admin & Finance Assistant
  • Ensure fluent and regular communication with LC headquarters in Belgium about all financial and budget topics in Cambodia


Budget

  • Make budget preparation for proposals in collaboration with joint project partner(s)
  • Supervise the preparation, the collection and review of quarterly budget requests from the joint project(s), partners and LC-CAM and send & argue for them withLC headquarters
  • Work in close collaboration with the joint project partner(s) in keeping the accounts and updating the budgets.
  • Ensure that the expense of joint project partner(s) is in line with the cost center and budget plan.
  • Develop and update monthly (co-)funding plan of joint projects
  • Set-up intelligent financial arrangements, taking into accounts local financing resources allowing us to get co-financing means from different donors


Financial Control

  • In charge of the financial analysis of expenditures
  • Check analytical imputation of correct cost center and budget lines
  • Control of the review of expenditures accuracy of joint project partner(s) and the respect of the financial procedure from LC head office
  • Control the data entry of LC-CAM and joint projects expenses encoded by the Admin & Finance Assistant and send validated data to LC headquarter on monthly basis
  • In charge of the periodical consolidation of local accounting operations closure

 

Financial Reporting

  • Collect quarterly and annual financial report (expense compare to budget, income & expense report, balance sheet) of all joint project partner(s) for sending to LC headquarters.
  • Review quarterly, annual, end of project reports or funding proposals and verify the consistency with related financial reports
  • Control of the annual closure of the accounting of LC CAM and joint project(s) expenses prepared by the Admin & Finance Assistant Audit and Capacity building
  • Prepare all the financial documents for audit purpose
  • Improve the capacity of the finance and administration team of joint project partner(s)

 

    Administrative work:

  • Ensure administrative checklists are updated and filing system for documents and correspondence has been updated by the Admin & Finance Assistant.
  • Ensure that the LC-CD and other relevant staff are informed about important documents and correspondence in a timely manner. This includes as well providing information required for reports for the Belgian parties.
  • Write and circulate office-related administrative papers, including invitation letters, mission orders, minutes of staff meetings and some necessary reports;
  • Prepare partnership agreements, collaboration agreements, co-funding agreements or any other agreements
  • Prepare documents related with MoFA, MoH, MAFF for MOU preparation and extension or any other Ministry.
  • In charge of rigorous contract (service, insurance, joint project partner(s) ) and administrative documents follow up

 

    Human Resource Management:

  • Manage the support staff and Assist the LC-CD in his daily management
  • Staff, consultants or volunteers related issues, such as preparation of contracts and contract extensions, arranging and maintaining leave records, and keeping up-to-date staff files, etc .
  • Establish procedures for missions from LC headquarters, international visitors and field visits and be responsible for all organizational and logistics aspects of those missions
  • Elaborate, circulate and monitor internal work regulations.

 

    Fleet management

  • Management of drivers and project vehicles, including work schedules for drivers, supervise vehicle use and vehicle maintenance tasks done by the Admin & Finance Assistant.

 

    Logistic and Inventory

  • Supervise all logistic and inventory related tasks performed by the Admin & Finance Assistant.
  • Attend meetings when required and participate closely with CD and Program Manager to the management team of LC-Cambodia office.
  • Assist and propose recommendations for final decision in other administrative, logistical and any other tasks within the scope of this position as requested by the LC-CD.
  • Assist in translation of financial and administrative paper work if necessary, during meeting, field visit or training (Khmer - English both ways)

 

Skills and knowledge required

  • University degree in Finance Management, Accounting or equivalent discipline related to the roles and functions of this position
  • At least 7 years’ work experience in financial management and administration.
  • At least 5 years’ experience in NGO/Bi- or multilateral projects or equivalent with common  collaboration with government departments and public authorities
  • Demonstrated high-level experience of financial management
  • Excellent computer skills, especially in accounting software and spreadsheet software
  • Proficient English and Khmer and very good English writing skills
  • Understanding of French can be interesting to communicate with LC-headquarters

 

Personal Qualities

  • Dynamic, with strong ability to take initiative and work independently
  • Rigorous, results driven and demanding for him (her) self and his (her) team
  • Proven ability to manage and inspire a team of 3 collaborators
  • Stress resistant and flexible (time, place, people) approach to work
  • Highly interested to participate to field missions in order to understand deeply the activities and the partners supported
  • Demonstrated high-level of interpersonal and coaching/mentoring skills
  • Excellent communication skills and proactivity are required
  • Ability to work with a lot of different stakeholders in a multicultural environment

 

Reporting line and team

Reports to LC’s Country Director (LC-CD) and to LC’s Financial and Administrative Coordinator, based in Belgium, and direct reports from Admin & Finance Assistant and Office Technical Staff (3 people).


Start of job: As soon as possible.


How to apply:

Applications should be submitted by email to HRINCRecruitment@hrinc.com.kh and copy to meas.rous@hrinc.asia or in hardcopy to the office of HRINC Cambodia (#10, St. 242, Khan Daun Penh, PP, Tel: (855) 23 211 437) and accompanied by a cover letter and curriculum vitae. The deadline for receipt of application is January 10, 2019. Only shortlisted candidates will be contacted. Women are encouraged to apply.

Status: Approved
Deadline: 2019-01-27 17:00:00
Premium job: Yes
Employer: Louvain Coopération au Développement (LC)
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