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Provincial Operation Support Coordinator


http://www.icso.org.kh/

Job Announcement

Indigenous Community Support Organization (ICSO) is a Cambodian NGO implementing projects to support, strengthen, empowerment, and improve the capacity of indigenous community organizations and groups to participate in the promotion and protection of the indigenous rights and in the management of land, natural, cultural and traditional resources. ICSO is working within 15provinces where indigenous peoples have located. ICSO currently is looking for qualified Cambodian candidates to fill the positions as following. The positions are based in Ratanakiri and frequently travels to communities or outside provinces (Some times overnight stay in communities).


Provincial Operation Support Coordinator (POSC) : 1 position

General Responsibilities:
The Provincial Operation Support Coordinator will responsible for oversee and manage on overall financial implementation and enhance of finance systems of ICSO Provincial operation, and provide support to staff on financial procedure or related issues and ensure staff respect ICSO Internal policies and Systems, and also responsible for implementing or managing of administrative duties, Inventory, Personnel duties, Procurement of purchasing and ensure that they are functioned smoothly, properly with the timely manner.


Specific Duties and Responsibilities:
I. Accounting
A- Petty Cash:

  • Ensure that petty cash expense follow ICSO policy
  • Ensure that Cash payment or Receipt unless getting written approval
  • Ensure that petty cash voucher attach with invoices, receipts and supporting documents that contain with the appropriate/ acceptable documents, information, address, price,.....and understandable by third party according to ICSO’s policy
  • Paid voucher have to be stamped “Paid” with transaction reference in order and date
  • Receipt Voucher have to stamped “Received” with official receipt, transaction reference in order and date
  • Ensure that number of Advance token are within the limitation, Take action with outstanding advance, not duplicable advance and ensure advance settlement on time
  • Surprise cash count is conducted by Provincial Program Coordinator, Provincial Operation Support Coordinator regularly.
B- Current Account:
  • Ensure that expense through check follow ICSO policy
  • Ensure that Check payment or Receipt unless getting written approval
  • Ensure that Card voucher attach with invoices, receipts and supporting documents that contain with the appropriate/ acceptable documents, information, address, price,.....and understandable by third party according to ICSO’s policy
  • Paid voucher have to be stamped “Paid” with transaction reference in order and date
  • Receipt Voucher has to stamped “Received” with official receipt, transaction reference in order and date.
  • Ensure that numbers of Advance token are within the limitation, Take action with outstanding advance, not duplicable advance and ensure advance settlement on time.
C- Management / Reporting:
  • Support coordinate Provincial Admin/Finance Officer to follow their job description
  • Ensure that Finance policy are followed
  • Orientation to program staff to be aware/understand clear on Finance procedure/ requirement
  • Ensure that all posted vouchers are in file and maintained properly
  • Certify on voucher to ensure that those supporting document reflect the reality, transparency and accountability also follow ICSO policy
  • Monthly-Quarterly Cash request to Finance PNP
  • Closely monitor Units-District budget, ensure that appropriate explanation (Reflect the reality and transparency ) when under/overspending and also alert to stack holder for financial situation
  • Prepare monthly Fund transfer and Bank reconcile, Take action immediately if not balance
  • Prepare monthly financial report for all units, districts. After approved/explain under/over spend copy one set send to Finance PNP
  • Conduct spot check/supplier confirmation at least one time per month
  • Cooperate with PNP Finance team for any correction or finding and take action immediately for any serious issues
  • Assist in quotation
  • Other tasks assigned by PPC or PNP FIN team.
II. Administration Management:
  • Oversee the functioning of office to ensure that office systems are run in an efficient and coordinated manner;
  • Applies staff policy, finance administration procedures and system and other policies or regulations to all staff;
  • Answer the telephone call, respond to queries and notify staff of callers;
  • Receive all incoming mail and nominate appropriate action - fax, post office, hand delivery and email;
  • Control information in/out of the organization, including to NGOs, government and business.
  • Facilitate on the library system and update regularly;
  • Provide logistical and venue support for training, meeting, workshop events;
  • Supervise subordinate staff (Security Guards) to ensure the quality of works;
  • Manage email/internet/telephone system and maintain office equipment;
  • Maintain confidential documents and all administration and human resource files;
  • Prepare administrative contracts/agreement;
  • Prepare correspondence;
  • Supervise and maintain vehicle usage;
  • Manage, maintain and update property inventory regularly;
  • Translation (Khmer to English and English to Khmer);
  • Other tasks requested by Provincial Program Coordinator or National Operation Support Coordinator.
III. Personnel Management:
  • Implement and manage human resource policy, processes, system and initiatives;
  • Facilitate recruitment activities and provide new staff orientation;
  • Facilitate for staff development/training;
  • Facilitate to prepare and review staff contract and Term of Reference (ToR);
  • Facilitate for staff performance appraisal/evaluation;
  • Supervise on PALO, PAFO
  • Supervise and manage personnel files;
  • Review staff policy and give a recommendation to manager;
  • Facilitate on staff insurance claiming from company.
IV. Purchasing/Procurement Duties:
  • Prepare purchased requisition for the need of vehicles, equipment, furniture and/or material ...etc that in line with the budget plan;
  • Solicit for quotation from suppliers (at least three) for those vehicles, equipment, furniture and/or material ...etc that will be purchased;
  • Review quotations and prepare bid comparison to ensure that prices are cheap and in line with market prices. The qualities and services are the best;
  • Maintain all procurement documentations for auditing purposes;
  • Respect and follow to the purchasing guidelines of organization.
Selection Criteria
  • University qualifications in Accounting, or finance, related field.
  • Diploma degree, Back II.
  • Sound technical knowledge in account systems, policies and procedure.
  • At least 3years Experience in accounting field with local or international Organization
  • Experience to work in cross culture especially with Indigenous People is advantage
  • Computer skill, Ms. word, Excel, Quick book
  • Ability to work as team.
  • Ability to communicate in English both verbally and in writing.
  • Honesty, Accountability, Integrity
  • Strong interpersonal skills and high commitment
  • Able to ride the motor on the highlander area
  • Non related with communities land
Competitive salary is commensurate with experience and qualifications and other benefits (Severance pay, 13th month salary, Accident-Health insurance) will be offered based on policies.

Interested candidates should submit only a CV and Covering letter and mention the position apply for to the following addresses or send through e-mail to recruitment@icso.org.kh by no later than 18 September 2014 (5:00PM).

Note: Only short-listed candidates will be INVITED for an interview, and the submitted documents will NOT be returned. Women or Indigenous People are encouraged to apply


Contact Details:

Head Office:
#90, Street 304, Sangkat Boeng Keng Kang II, Khan Chamkar Morn, Phnom Penh, Cambodia. Tel: 023 997 657, Website: www.icso.org.kh
Ratanakiri Office:
Akphiwath Village, Sangkat Labanseak, Banlung City, Ratanakiri Province. Tel: (855) 75 974 210
Mondulkiri Office:
Meanleap Village, Sangkat Sokhadom, Sen Monorom City, Mondulkiri province.  Tel: (855)73 6703666
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