Finance and Administration Officer South East Asia Ref: IFAOSEA

Transcription

1 Finance and Administration Officer South East Asia Ref: IFAOSEA Job Description Job Purpose To provide smooth and effective financial, administration and human resources support for Cambodia, Myanmar and SE Asia sub-region programmes. To support in maintaining an accurate overview of programme and office finances; providing financial guidance and support to programme staff to enable effective management for the country and/or region To support local HR processes Job Scope The post holder works within the South East Asia team based in Phnom Penh, Cambodia and works closely with others across the region and with finance, human resources and operations teams in London. Line manages office support staff in the SE Asia team based in Phnom Penh, Cambodia and Yangon, Myanmar. Not a budget holder, but handles cash and ensures financial and administrative compliance. HR focal point for SE Asia. The post-holder will be expected to undertake some travel internationally (approximately 4 weeks per year). Accountability This role reports to the Country Representative for Cambodia and Myanmar Line Management This post directly manages the following posts: Office Administrator for Myanmar Office Assistant for Cambodia Key Responsibilities Support the effective financial management of CAFOD s finances in SE Asia (50%) Responsible for book-keeping using relevant software Maintain bank and cash records using SUN Infor 10 accounting software. Lead the financial reporting process making sure deadlines are adhered to o Prepare monthly accounts in compliance with CAFOD s financial procedures. o Prepare bank and petty cash reconciliations and submit for approval o Perform petty cash count monthly under the supervision of the Country Representative. o Prepare monthly payroll report Support the budgeting processes and suggest relevant changes as necessary Monitor expenditure against budgets and advise budget-holders of expenditure-to-date and variances arising and prepare budget forecasts Manage bank accounts (but not a signatory) Manage funds available in-country, ensuring that adequate funds are maintained for all areas of work, transfers are made as appropriate, and the necessary arrangements for obtaining and securing petty cash are in place and maintained. 1/6 Jan-17

2 Process payments that need to be made for all goods and services; ensuring that the necessary documentation is in place and authorisation has been obtained. Under supervision of the Country Representative, administer the monthly pay-roll for staff, including making the necessary deductions and payments for health insurance premiums, taxation and other levies as required by law. Programme Finance Review programme budgets, partner financial and audit reports and assist in identifying any financial problems or fraud Prepare financial reports for donors as required Support CAFOD staff and partners to build their financial capacity where needed. Provide training of programme and partners staff in the policies and procedures for financial accountability, in collaboration with the Country Representative/Programme Officers. Administration Ensure the effective running of CAFOD offices in SE Asia, including their rental and running. Oversee all office administration and ensure effective and efficient administrative functions Ensure the satisfactory use, servicing, and insurance of CAFOD s assets, including computers, photocopiers and other equipment as necessary Ensure appropriate insurance cover is in place for staff travel, health, office building and contents and vehicle insurance. Ensure IT systems are functioning efficiently. Ensure the organisation and maintenance of paper and electronic filing systems that facilitate easy access to information and respond to the team s needs Maintain contacts and relationships with legal advisors. Prepare the necessary documentation for annual audits, in accordance with the standards set out under local law and by CAFOD. Support to the Country Representative in maintaining CAFOD s legal registration with relevant bodies Represent CAFOD at INGOs Administrators meetings and other relevant forums as required. Human Resources Coordinate and schedule recruitment processes for new national staff, in liaison with Country Representative Develop and regularly update staff handbooks, incorporating local laws and requirements. Provide basic advice and support to staff and managers on CAFOD policies, referring to staff handbooks, CAFODPeople and London based HR Advisors as appropriate. Ensure HR records are up to date including current contracts, contact details for all staff including emergency contacts, keep records of leave taken by staff. Organise induction of new staff members and ensure induction materials are kept up-to-date. Support the processing of work permits for expatriate staff and related liaison with the NGO Secretariat and the Immigration Department where necessary. Team Management Manage staff following CAFOD management standards and policies as set out in CAFODPeople. Lead, manage and support direct reports, including setting objectives, conducting annual performance development reviews, providing coaching and ensuring team members have individual development plans. Management of support staff to ensure that they are effectively fulfilling their roles in supporting CAFOD s work in country 2/6 Jan-17

3 This list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification. Child Protection CAFOD recognises the personal dignity and rights of children, towards whom it has a special responsibility and a duty of care and respect. CAFOD, and all its staff and volunteers, undertake to do all in our power to create a safe environment for children and young people and to prevent their physical, sexual or emotional abuse. CAFOD is committed to acting at all times in the best interests of children, seeing these interests as paramount. 3/6 Jan-17

4 Key Competencies Essential Understanding our context Working together Making change happen Job-specific competencies A Understanding Catholic D Managing ourselves H Managing resources: I. Accounting qualification and identity B Understanding CAFOD C Understanding international development E Working with others: Coaches and mentors staff in sound financial management skills F Communicating G Looking outwards: Understanding of donors and ability to ensure compliance to donor requirements Creates budgets; Full understanding and practical application of good financial standards and PCM; Full understanding of CAFOD s finance systems and grant making; Monitors and reviews expenditures accurately, recognizes errors, issues and fraud; experience. Proficient in double entry bookkeeping and accounting software; experience with SUN Infor10 an advantage II. Strong analytical and deductive skills III. Advanced level of written and verbal English I Achieving results: Suggests improvements in financial processes and practices IV. Perform basic analysis using tools such as Microsoft Excel skills J Managing our performance K Taking the lead: Manages a multicultural team remotely V. Able to support local HR functions providing advice and support based on CAFOD policies and local labour law Desirable VI. Language skills in Burmese, Khmer or other relevant language Levels required for this post 1. Being effective 2. Excelling 3. Leading the way Click here for more info on CAFOD s Competencies framework 4/6 Jan-17

5 Terms and Conditions Contract Permanent contract on local Terms and Conditions, including a 3 month probationary period Salary Grade or Band: 6A Starting Salary: 16, USD Full Salary Range: 16, USD - 20, USD Hours 37.5 hours per week. Core hours are between 9:00-12:00 and 13:30 17:00. This post will require some weekend and evening work for which time off in Lieu may be taken. Holidays The post holder is entitled to 18 days paid annual leave per annum (or 1.5 days per month) in addition to public holidays set by the Cambodian Ministry of Labour. Notice period During the probationary period 1 weeks notice, and thereafter in accordance with Cambodian Labour Law notice will be determined by length of service and contract. CAFOD standard: Three months each way after the completion of the probationary period Pensions CAFOD contributes 10% to personal pension plans. Other benefits Medical Insurance for staff member and named dependents. Life Assurance, Employee Assistance Programme and the Right to Buy Annual Leave of up to 10 additional days Access There is access for people with disabilities to CAFOD s Cambodia office by way of a passenger lift to all floors in CAFOD s building. Disabilities We are committed to making every reasonable adjustment to the workplace or working arrangements so as to accommodate people with disabilities. Location Phnom Penh, Cambodia CAFOD is an equal opportunities employer. Recruitment and selection procedures reflect our commitment to child protection. 5/6 Jan-17

6 Additional information CAFOD CAFOD is the official Catholic aid agency for England and Wales. In more than 40 countries across the world, we bring hope, compassion and solidarity to poor communities, standing side by side with them to end poverty and injustice. impact on poverty and injustice. The Department does this by implementing Just One World (CAFOD s organisational strategy) in our different working regions, and particularly by putting CAFOD s partnership principles in practice (partnership standards) 2. Our vision is a world transformed to reflect the Kingdom of God: a world where the rights and dignity of every person are respected all have access to basic needs in life women and men share equally in shaping their societies and our world the gifts of creation are nurtured and shared by all for the common good and the structures that shape people s lives are just and enable peace. Asia/ Middle East Region The Asia/ Middle East Regional team is part of the International Programmes Department of the International Division. CAFOD s development and humanitarian progress in this region are concentrated around partnerships in countries where the challenges of poverty, human rights and conflict are particularly acute. Our South Asia, (Bangladesh, Pakistan, Afghanistan, Sri Lanka) and Middle East (Lebanon, occupied Palestinian Territories, Israel) programmes are primarily managed from CAFOD s offices in London. International Development Group In close co-operation with partners, 1 the International Development Group is responsible for developing and implementing effective programmes that aim to have a lasting positive Team The post holder will be within the South East Asia team, responsible for Cambodia, Myanmar and SEA sub-region programmes. This position is based at the South East Asia office, in Phnom Penh Cambodia. CAFOD also has a sub-office in Yangon in Myanmar. 1 See CAFOD s partnership policy 2 As referred to in CAFOD s partnership policy 6/6 Jan-17