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Administrative/ Finance Officer
JOB DESCRIPTION
Administrative/ Finance Officer
Through many projects, Planète Enfants & Développement works with families, local organizations and public authorities to offer extremely vulnerable children an environment that is favorable to their development, their well-being, their safety and their dignity. http://planete-eed.org/en/home/
MISSION
The Admin/Finance Officer is under the immediate supervision of the Country Representative and work in close collaboration with the Project Manager and Regional Finance Manager based in Cambodia office.
The Admin/Finance Officer is responsible for providing administrative, financial and logistic services in order to ensure an effective, efficient and accurate management of the project.
GENERAL INFORMATION
Duty station: HCMC – requires frequent travels to the areas of intervention
Supervisors: Country Representative
Type of contract: Full time
REQUIREMENT
The Admin/Finance Officer ensures the integrity and confidentiality of all information.
He/she ensures a strict adherence to the International Child Rights Convention at all times.
RESPONSIBILITIES
1. Finance and budget management
- Implement financial procedures in line with organisational requirements and deadlines;
- Check all receipts for inclusion into the PE&D accounting system and prepare them for forwarding to Headquarters on a monthly basis;
- Make timely and accurate recording of all financial transactions in line with organisational and donor requirements and deadlines;
- Produce accurate financial reports to specific deadlines and procedures;
- Ensure accurate monthly budget follow-ups;
- Draft accurate and timely monthly, quarterly and annual budget request to Headquarters, which area based on information received by the Project Manager and reviewed by the Country Representative;
- Manage the office petty cash account and the accounts in commercial banks according to PE&D guidelines to ensure sufficient funds are always available depending on the programme needs;
- Manage all financial transactions and advance made to PE&D staff and consultants based on approved monthly project forecasts;
- Maintain a filling system for all financial documents;
- Ensure the confidentiality and security of all financial and employee files;
- Complete payroll functions in order to ensure staff are paid in an accurate and timely manner;
- Participate in the preparation of the annual budget to be submitted to HQ;
- Support the Country Representative in elaborating budgets presented with new project proposals;
- Manage and reconcile of the bank and cash accounts.
2. Administration and logistic
- Support the Country Representative for all tasks related to human resources (job announcements, contracts, internal regulations, etc...). Draft all staff contracts and initiate the timely updating of these contracts;
- Support the staff recruitment process in placing vacancy announcements in local newspapers and circulate inside other organizations;
- Follow the communication with Vietnamese authorities regarding the office authorization;
- Initiate and oversee the necessary procedures to obtain visas for expatriate staff, international consultants, visitors and Headquarters staff;
- Support the writing of official communication to outside partners;
- Organize and control the purchasing and supply procedures (quotations, negotiation with suppliers, etc.);
- Responsible for travel and accommodation booking upon request;
- Be in charge of the office communication (email, postal mail, telephone operator, receiving guests etc.);
- Manage the procurement and maintenance of office premises and equipment, including IT (maintain inventory; files; monitor and order office supplies...);
- Procure and ensure the adequate supply of office supplies;
- Be responsible for all the office and parking rental contracts and relations with landlords;
- Manage all office and vehicle insurances;
- Responsible for supervising staff in charge of offices maintenance.
3. Other
- Perform any specific yearly work objectives/assignments as discussed with the Country Representative;
- Participate in team meetings;
- Perform other related duties as required.
REQUIRED KNOWLEDGE AND SKILLS
- Strong financial/administrative and analytical skills;
- Excellent communication skills (interpersonal, written, oral/presentation) for internal and external reporting on organization/program financial performance;
- Ability to present complex financial details to non-financial staff;
- Integrity to keep sensitive information secure, dynamism;
- High degree of professionalism;
- Strong organization and time management skills;
- Experience with main international donors would be an asset;
- English and/or French skills (oral and written);
- Excellent computer skills (word and excel; Accounting software Saga would be a great plus);
Please send CV within 3 pages including contact of three referees and a covering letter in English to: [email protected]; [email protected]; and cc [email protected]
The closing date for application is 5 pm on 19 July 2019, priority for the early application.
Applications will be treated in confidence. Due to the volume of applications we receive, only short-listed candidates will be contacted and CVs cannot be returned.