Admin and Finance Officer

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Ratanak Kiri Province

Position Summary

Grade: 4

Department: Rattanakiri Provincial Program

Report to: Program Manager

Purpose of Position

1. To provide effective and timely administrative services (building, maintenance, equipment, personal, archives...) and accounting actions to ensure a smooth admin/accounting process at Bandos Komar.
2. To provide timely and reliable accounting information leading to effective decision-making, and to manage and build the capacity of accounting and administrative personnel to meet organizational demands.
3. To operate and maintain the QuickBooks accounting system for every financial transaction.

Duties & Responsibilities

• Functions and Tasks
• Jobholder Plan
• Yearly budget planning including the administrative and accounting department.
• Training and development plan for team members.
• Supplies and equipment for the program and office as a whole.
• Monthly and quarterly planning for the administrative/accounting department.
• Administrative and accounting internal control.
• Outputs and Deliverables
• Provide Administrative Support and Manage
• Ensure administrative policies and procedures are developed, reviewed, approved as required, and appropriately implemented across Bandos Komar.
• Facilitate an efficient flow of communication such as telephones, fax, email, and mail.
• Ensure smooth official function preparations, schedule preparation, transportation arrangements, and hotel/ticket reservations for staff and visitors.
• Manage Bandos Komar's assets (vehicles, motorbikes, office equipment) and ensure all assets undergo an annual inventory and verification.
• Organize and monitor logistic tasks, training materials/equipment, and venues together with concerned staff when training, workshops, and meetings are conducted in Phnom Penh.
• Ensure all related procurement documents are properly implemented and monitored (receiving applications from potential suppliers/service providers, numbering requisition forms or purchase order forms within Bandos Komar).
• Office Management
• Oversee general office management to ensure efficient and effective functions.
• Ensure general office upkeep, including equipment, furniture, fittings, and buildings.
• Maintain security measures at all times.
• Accounting and Finance
• Ensure accounting/finance policies and procedures are developed, reviewed, approved as required, and strictly adhered to across Bandos Komar.
• Ensure and facilitate internal finance/accounting control for regular, effective, and accurate financial management.
• Facilitate external audits to ensure all financial transactions are managed effectively and accurately.
• Manage and report all cash and bank transactions within Bandos Komar and from donors, including all status accounts held in banks (cash and bank balances).
• Review cash flow projections and ensure sufficient funds are available for payments.
• Review all requisitions and quotations as per policies/procedures and approved budgets.
• Review petty cash fund transactions, approve vouchers, and ensure correct processing.
• Ensure all expenditures are tracked and kept.
• Control payments made to communities and partners, ensuring liquidation of related amounts with sufficient supporting documentation.
• Monitor cash advances and ensure cash receipts are deposited on time in compliance with policies and procedures.
• Prepare and review periodic accounting/financial reports (monthly, quarterly, and yearly).
• QuickBooks Maintenance and Transaction Process
• Process QuickBooks transactions and prepare vouchers on time.
• Check account lines based on approved budgets before signing requisition forms (purchase orders), cash advances, and payment requests.
• Ensure all required signatories and documentation are secured before issuing cheques.
• Ensure advances are followed up and reviewed upon liquidation.
• Perform internal and external backups following the schedule in the QuickBooks Manual.
• Other Duties
• Keep the Admin/Finance Manager updated on issues and actions to be taken.
• Submit and report quarterly planning to the Admin/Finance Manager.
• Perform other duties as assigned by the supervisor.
• Level and Scope of Duties
• The post holder oversees:
• General administrative and accounting work.
• Mainly accounting work and bookkeeping (bank and cash).
• Budget planning, control, and analysis.
• QuickBooks and cash management processes.
• Administration/finance management, including personnel issues/matters within the department.
• Office and fixed asset maintenance and management.
• Assisting others in accounting and banking matters.
• Team/posts reporting into the post holder: N/A
• Primary linkages: Admin and Account Manager
• Level of contact with children: Medium

Qualifications

• Bachelor's Degree in Business Administration, Finance, Accounting Management, or a related field. as a minimum

Work History

• Demonstrable experience in administrative and finance/accounting management within NGOs for 2 years as a minimum

General & Technical Skills

• Good knowledge of administration, financial accounting, budgeting, controlling, and reporting principles.
• Familiarity with accounting software (e.g., QuickBooks and other systems).
• Internal accounting standards.
• Communication systems and protocols.
• Logistics/procurement.
• Personnel-related work, including the Cambodia Labor Law.

Soft Skills

• Proven ability and aptitude to learn quickly; result- and output-oriented.
• A team player who works well in a multicultural environment, communicates readily, and shares learning with colleagues, partners, beneficiaries, and others.
• An analytical mind.
• Respects the confidentiality of both official and personal information.
• Honest, loyal, transparent, fair, ethical, reliable, friendly, resourceful, humble, and mature individual.
• Adheres to rules and regulations.
• Hardworking and able to work under pressure with multitasking.