Finance and Administrative Manager

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Administration, Budget and Accounting, Finance
  • Deadline:
    10/02/2024

JOB DESCRIPTION

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Department

Hidden (-999)

Position Overview

The Finance and Administrative Manager will report to the Country Representative and is tasked to oversee the overall financial management of country operations and projects including managing all tasks relating to finance, accounting, auditing, procurement, IT & and administration, and human resources. This position will have responsibility for managing the budgets for Pact project funds, as well as ensuring the periodic reports of finance, cash requests, tax returns, VAT, and other reports set by Pact, Pact’s donors, and the Cambodian government are submitted on time. The job requires strong knowledge and experience of USAID rules and regulations, Cambodian laws & and regulations, as well as close collaboration with Pact HQ to ensure the application of Pact regulations. This position will supervise finance and HR/Admin staff (if exist). S/he will apply Pact code of ethics across all aspects of daily work.

Key Responsibilities

Financial Management & Accounting:
• Review and update Pact finance and accounting policies and procedures as needed, ensuring that they comply with Pact head office/DC office, donor requirements, and local regulations.
• Develop and maintain Pact office financial management systems ensuring adequate segregation of duties.
• Supervise Finance and Admin staff (if exist) and ensure that they properly carry out their responsibilities.
• Identify training needs and facilitate training as needed to ensure that Pact staff understand and follow finance and accounting policies and procedures.
• Provide technical assistance to Pact staff related to the implementation of financial policies and procedures as needed.

• Work closely with Program teams to ensure proper management of program funds.
• Prepare and submit Funds Transfer Requests to Pact’s office in DC and make sure that cash projections cover expenditures for the following months and to make sure that cash balance amounts reserves are not higher than the two-week threshold.
• Oversee aging advances and make sure that staff comply with the established policies and procedures
• Oversee payments, petty cash, receipts, and journal entries for payment or posting in the general ledger. This includes ensuring that all the entries are allocated to the right projects and expense accounts and supported by appropriate source documents.
• Oversee monthly payroll for all Pact staff and ensure that staff salaries are correctly calculated based on times allocated for each project.
• Ensure the fulfillment of all statutory tax requirements.
• Review monthly financial reports for accuracy, consistency and in accordance with the established field financial report submission procedures.
• Ensure all significant financial issues are communicated to Pact DC’s Global Finance team and that all follow-up is performed as requested.
• Manage cost share funds.
• Provide support as needed for both the Pact global audit and local office audits & and monitoring reviews.
• Serve as a liaison to local financial institutions.
• Liaise with the Country Representative and Pact head office/DC office on all financial matters.
• Oversee all subgrants and subcontracts (if exist), ensuring compliance with grants and contract policies and procedures, supporting the full cycle of sub-grant/sub-contract management activities, including solicitation, administration, modification of agreements, and closeout, conducting the pre-award assessments and monitoring/compliance visits

HR and Office Administration:
• Oversee human resources management, including the recruitment and hiring process, staff training and development, staff performance review, and general personnel management.
• Oversee general office administration and procurement management for Pact office and project operations including tendering, selecting, and contracting for goods and services.
• Monitor Pact vehicle/s and all fixed assets. Ensure hygiene and safety at Pact office.
• Make sure Pact’s MOU registration and expat’s visa, if applicable, are active and up to date.
• Oversee IT system and safeguard Pact data on cloud system with stable connectivity.
• Manage report and support document file retention and ensure that it is well safeguarded.

Other Tasks:
• Work closely with the proposal development team and the Business Development (BD) team at Pact’s office in DC to prepare and develop budgets to be submitted to donors for current as well as for new project proposals.

• All other duties as assigned

Basic Requirements

  • Master’s degree with five (5) years work experience or bachelor’s degree with at least seven (7+) years work experience
  • At least three (3+) years management experience
  • Ability to work and quickly adapt in a complex environment. Strong training delivery, communications, and personnel management skills.
  • Strong knowledge of USAID rules and regulations related to contracts and cooperative agreements; working knowledge of OMB Circulars and Code of Federal Regulation.
  • Strong knowledge and experience in compliance of Cambodian laws and regulations.
  • Experience in staff supervision and Fluency in English are preferred.

Preferred Qualifications

• Experience working on USAID contracts and cooperative agreements. Be able to international and domestic travel preferred.
• Proven capacity to design and deliver a range of training and technical assistance in budgeting, financial management, and procurement management.

• Demonstrated strong knowledge and experience using the computer accounting system (Serenic BC, QuickBooks), and advanced excel spreadsheet preferred.

This job has expired.