Finance & Administration Manager

Job Advertisement
Fauna & Flora International (FFI), found in 1903, is the world’s longest-established international conservation organization. With its head office in Cambridge, UK, today FFI is active in over 40 countries, and has been operating in Cambodia since 1996. Our vision is to create sustainable future for the planet where biodiversity is conserved by the people living closest to it. We aim to do this through the conservation of threatened species and ecosystems worldwide, choosing solutions that are sustainable, based on sound science and take account of human need. FFI Cambodia programme is seeking one qualified Cambodia National to fill the position of Finance & Administration Manager. This is a full-time position, based in Phnom Penh with occasional travel to project field sites in provinces as required.

Main Duties:
To ensure that the financial and administrative functions of the FFI Cambodia Office provide effective, transparent and legally appropriate support to FFI’s programme in Cambodia in conformity with specific donor requirements, FFI norms and international best practice

Project financial management
1. Set up and oversee in partnership with the Programme Management the operation of financial and administrative systems for the FFI office and projects.
2. Provide information and advice to project managers, Country Representative and Country Operations Manager on budgets, procurement, financial and administration regulations, cost norms, etc.
3. Develop systems and procedures whereby Project Managers are able to readily access financial information and exert budgetary control for individual grants.
4. Exercise financial management authority and ensure the day-to-day functions of tracking income and expenditure through record keeping.
5. Provide overall control of cash transactions at FFI offices, including cash transaction reporting and periodic unannounced checks on office cash reserves and management.
6. Maintain FFI bank accounts and facilitate with bank for any query.
7. Final checking of requests for cash advances, reimbursements, purchase orders, ensure correct financial procedures are undertaken
8. Oversight of procurement processes.

Financial support to FFI Programme
9. Ensure smooth transition of accounting software from current system (QuickBooks) to new software.
10. Make preparations for and support implementation of external audits.
11. Advise managers and undertake steps to ensure efficient cash flow for core office functions and projects, including management of project and FFI bank accounts, bank transfers, and liaison with FFI Headquarters.
12. Track grant expenditures and prepare periodic financial reports as required by project managers, donors, FFI, auditors and partners in conformity with specific reporting requirements.
13. Work with project managers and the Regional Finance and Administration Officer to prepare Cambodia programme annual budgets.
14. Advise on the development of project proposal budgets and carry out preliminary checking prior to submission to FFI Headquarters for financial assessment.
15. Ensure that the required monthly financial submissions are made to FFI UK in accordance with the standards and deadlines set by the UK office.  The submissions include (but are not restricted to)
  • Quickbooks file updated with all transactions for the prior month
  • Bank statements
  • Reconciliation of all bank account and petty cash balances held
  • Reconciliation of advances to staff each month
  • Reconciliation of all other balance sheet accounts
  • Up-to-date inter-office and inter-company accounts
16. Ensure that information as necessary is submitted to FFI UK with regards to year-end, organisational and project audits and other ad-hoc requirements
17. Liaise as appropriate with the finance function in the UK to ensure that FFI Cambodia financial data is consolidated onto the FFI central finance system in an accurate, efficient and transparent manner.
18. Ensure (with the Cambodia Management team) that there is adequate segregation of duty for financial procedures (and review regularly)
19. Prepare and maintain a manual of procedures, protocols and guidelines for finance (In collaboration with UK Finance and Cambodian Management team), as well as a monthly check-list with due dates of required duties to be performed by the Finance & Administration team
20. Record and maintain assets attributable to projects and ensure assets are correctly labeled

Support for core office functions
21. Supervision, management and leadership of Finance & Administration Department
22. Overall responsibility for office management (dealings with landlord, services, support staff, etc.), and for FFI's legality in Cambodia, working with appropriate ministries where necessary.
23. Provide oversight of the management of the leave record data base, equipment data base, training data base, office records data base and other core office information systems.
24. Maintain and up-date standard contracts and check consultants’ contracts before approval by managers.
25. Ensure daily office operations are effective and efficient. This includes but is not restricted to
  • Payment of bills (telephone, water, rent, etc.)
  • Office cleanliness and maintenance
  • Management of stores and FFI equipment
  • Making bookings and purchasing tickets for travel, hotels, etc.
26. Maintain records, track requirements for and support the process of applications for visas for international and visiting staff.
27. Maintain an efficient, robust, transparent filing system which is easily accessible to internal or external inspection and scrutiny
28. Ensure financial and administrative procedures are compliant with the regulations set out by major statutory donors (EU, USAID), and are robust enough to maintain tight financial control.
29. Direct FFI Cambodia programme financial and administrative staff and coordinate and supervise, in collaboration with project managers, project administrative staff.
30. With the FFI Cambodia Country Director and Operations Manager, develop and implement operational and staffing procedures to ensure effective implementation of the Cambodia programme.  This will entail but not be limited to:
  • Annual review of the terms and conditions of Cambodia Country Programme staff including staff grades and salary scale.
  • Periodic review and revision of FFI Cambodia staff policies and procedures and up-dating of the Staff Employment Conditions Manual;
  • Periodic review and revision of project cost norms.
  • Consolidate guidelines on financial procedures and protocols as well as existing FFI policy in a new FFI Cambodia Operations Manual
31. Carry out annual staff appraisals and support and mentor staff, developing the capacity of the Finance and Administration team in financial management

Qualification requirements
  • Master in Finance or Business Administration or similar
  • Post graduate qualifications in accounting/ financial management (ACCA/CPA) an advantage
  • At least 5 years of experience in accounting and administration
  • Experience with international NGOs working in the field of development cooperation programmes
  • Experience and proficiency with managing either USAID or EU (or both) grant financial accounting systems
  • Proficient with QuickBooks accounting software; day to day working experience is essential
  • Familiarity with Cambodian tax regulations
  • Communication and liaison skills within medium to large teams and with third parties
  • Strong supervision and leadership skills
  • Proficient in using Microsoft Word and Excel and other MS Office products
  • Proficiency in spoken & written Khmer and English

Interested candidates should send a CV and Cover Letter (soft or hard copy) in English with to the following address. FFI Cambodia office address: #19, Street 360, Boeung Keng Kong I, Phnom Penh, Cambodia. Email: Website:

Please clearly highlight the position “Finance & Admin Manager” on the envelope or the Email subject line.

FFI is an equal opportunity employer. Only short-listed Candidates will be contacted for an interview.There will be no return of applications. The deadline is 25th October 2013.
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you register or apply!



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Cambodia Jobs: Finance & Administration Manager
Finance & Administration Manager
Cambodia Jobs
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