Grants and Finance Coordinator

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Department & Location: Finance and Operations Unit, Phnom Penh, Cambodia.

Report to: Grants and Operations Manager

Purpose:

The Grants and Finance Coordinator is responsible for managing all aspects of sub-grant administration, from due diligence and budgeting to financial monitoring, agreement management, amendments, and close-out. The role works closely with Program and MEAL teams to ensure effective sub-grant implementation by: (i) ensuring compliance with Coalition for Partnership in Democratic Development (CPDD and donor policies, (ii) supporting the achievement of program objectives, and (iii) strengthening grantees’ financial management systems and capacity, as needed.

In addition to the core responsibilities, the Grants and Finance Coordinator proactively collaborates with Administration, Finance, and Operations teams to continuously improve CPDD’s finance and grants management systems.

Duties & Responsibilities

• Grants Management
• With guidance from the Grants and Operations Manager, administer the full sub-grant management cycle, including solicitation, pre-award assessments, negotiation, contracting, implementation monitoring, compliance reviews, and close-out procedures for local organizations and individuals.
• Ensure proper negotiation, documentation, and compliance with sub-grant and contract terms and conditions in line with donor and CPDD policies.
• Respond to issues arising during sub-grantee implementation, including financial reporting challenges, contract modifications, compliance concerns, dispute resolution, and follow-up on audit findings.
• Provide policy guidance and interpretation to program staff, sub-grantees, donors, and relevant partners on grant management and compliance requirements.
• Ensure timely capacity building of grantees and CPDD staff through development of training materials and delivery of regular trainings, directly or through capacity development partners.
• Support donors and relevant partners in the management of direct sub-grants to local organizations.
• Ensure that all grant and contract documentation is fully complete, regularly updated, and properly maintained in compliance with CPDD regulations and donor requirements.
• Review sub-grantee budgets and expenditures to ensure allowability, allocability, reasonableness, consistency, and compliance with donor guidelines.
• Support to drafting of grant and contract agreements for review and approval.
• Maintain and regularly update grant management tracking tools for contracts and consultants.
• Support the development and review of sub-grantee budgets for donor submission and ensuring alignment between program activities, budgets, and donor standards.
• Support in reviewing prime agreement documents and coordinating with program teams on compliance planning, including providing clear guidance to grantees at sub-grant signing and ongoing review of reported expenditures.
• Manage sub-grantee closeout processes, including financial reconciliation, final payments, refunds, tax reporting, and asset/inventory disposition in compliance with CPDD and donor requirements.
• Grants Financial Management and Monitoring
• In coordination with program staff, conduct regular financial and field monitoring visits (desk reviews and on-site visits, typically quarterly) for all sub-grantees in line with the approved monitoring plan.
• Review sub-grantee, contract, and consultant disbursement requests, deliverables, and financial reports to ensure completeness and compliance with donor terms and conditions prior to approval.
• Monitor spending rates of sub-grantees, contracts, and consultants and alert program staff to potential over-expenditure or under-expenditure risks.
• Conduct cross-reference checks with vendors, suppliers, or other relevant parties and investigate red-flag expenditure cases as required.
• Support external audits and donor financial compliance reviews, ensuring findings are addressed and significant deficiencies are followed up and resolved in a timely manner.
• Ensure all financial monitoring recommendations issued by CPDD are promptly followed up and addressed by sub-grantees.
• Review deliverables and reconcile final financial reports, ensuring all questioned costs are resolved and unallowable costs are deducted prior to final approval.
• Financial and Operational Support-CPDD
• Support the Grants and Operations Manager to ensure financial management functions is compliance with financial policies, donor regulations, and internal control procedures.
• In collaboration with the Grants and Operations Manager, oversee budgeting, accounting, bank, cash, asset management, procurement, payroll, grants, and AR/AP processes, and support strong internal controls for daily financial operations.
• Review, record and maintain accurate financial records, proper account coding, and supporting documentation.
• Review and monitor project expenditures, conduct budget variance analysis, and support program teams in financial planning.
• Prepare and review monthly, quarterly, and annual financial reports for management and donors.
• Review all finance vouchers including procurement documents to ensure the completeness and timely payment of operational & project-related expenses.
• Support audits and follow up on audit recommendations.
• Support the setup of program codes and accounts in CPDD request forms, including task and sub-task coding, and submit to the head of finance and operations for approval.
• Ensure proper and up-to-date financial and program documentation filing for grants, contracts, and consultancies using CPDD systems and SharePoint libraries.
• Actively participate in meetings and contribute to achieving unit objectives and deliverables.
• Perform additional other duties as assigned by the Grants and Operations Manager or Executive Director

Languages

• Khmer - Fluent
• English - Fluent

Qualifications

• Bachelor's Degree in finance, accounting, business administration, management, or a related field.

Work History

• Working experience with local or international development organizations in grants & contracts management with a record of success managing grants and contracts in Cambodia for 4 years as a minimum

General & Technical Skills

• Good interpersonal skills, a proactive work style, and cultural sensitivity
• Ability to express ideas and issues clearly, both verbally and in writing
• Proficient in using Microsoft Word and Excel and other MS Office products
• Knowledge of Xero or QuickBooks accounting software is an advantage
• Knowledge of partner management, capacity building, training, coaching and working with sub-grantee
• Knowledge and understanding of Cambodian International Financial Reporting Standards (CIFRS)
• Excellent written and spoken English and Khmer

Soft Skills

• Strong commitment to CPDD’s mission and values.
• Demonstrates high integrity, accountability, and transparency in financial and grant management
• Detail-oriented with strong commitment to accuracy and compliance
• Proactive, well-organized, and able to manage multiple tasks and deadlines
• Collaborative and supportive team player who works effectively across finance, program, and operations teams
• Professional, respectful, and culturally sensitive when working with partners and stakeholders
• Willing to learn, adapt, and continuously improve systems and processes
• Able to work independently while taking guidance appropriately