Finance and Awards Manager for Helen Keller International
Finance and Awards Manager for Helen Keller International
|31st December 2019 2019-12-06 2019-12-31|
|At least 5 years|
Helen Keller International (HKI) is an international non-governmental organization whose mission is to save the sight and lives of the most vulnerable and disadvantaged by combating the causes and consequences of blindness and malnutrition. We do this by establishing programs based on evidence and research in vision, health and nutrition. Established in 1915, HKI maintains its Headquarters in New York City, with Regional Offices in Senegal and Cambodia to support the 22 country offices in Africa and Asia.
HKI is seeking a Finance and Awards Manager for its Cambodia Country Office.
Scope of the Position:
The position will be based in Phnom Penh, with limited travel to the field. The Finance and Awards Manager will report to the Country Director (CD) and supervise a Senior Finance Officer and Finance Officer. The FM will also collaborate closely Cambodia Senior Management Team and other staff members.
- Ensure the Country Office finance system is in compliance with HKI’s Field Financial Policies and Procedures Manual.
- Close and review the monthly accounting transactions.
- Prepare the monthly financial reports at the end of each month and submit to APRO by the 10th of the following month.
- Monitor cash flow and prepare monthly Wire Transfer Request to HQ, ensuring that sufficient funds are always available in the bank.
- Monitor the receipt of cash transfers from HQ and donor instalments paid at country level (if any).
- Prepare annual budget for the Country Office and conduct budget reviews and revisions as necessary.
- Prepare monthly budget monitoring report on the Country Office and APRO budgets.
- Support the continuous improvement process of financial management systems in liaison with the Country Director. In particular, monitor the security of funds and seek improvements in the internal cash transfer process for field payments.
- Collaborate with the Country Director, Deputy Country Director, and Program Manager to prepare budgets for new proposals.
- Ensure the Country Offzice Grant Management system complies with HKI Grant Management policy.
- Prepare quarterly financial report for Cambodian Government as required.
- Obtain project/initiative codes from HQ after signature of new grant agreements.
- Prepare and submit an Award Information Record (AIR) form to HQ for each new grant agreement/contract.
- Upload all relevant grant documents to KellerNet after signature of new grant agreements, including interim and final reports.
- Update the monthly Detailed Budget Monitoring and Forecasting tool for each project, in collaboration with the relevant Program Manager.
- Prepare the Monthly Budget Variance Report for each project (based on numbers from the monthly budget monitoring tool).
- Review Project Status Report (PSR) from HQ each month, and report any errors to HQ Finance Dept.
- Ensure that all project expenditures are in accordance with commitments made in donor grant agreements and in compliance with donor rules.
- Support the Country Director and SMT to solve issues related to donor grants.
- Prepare all donor financial reports and process these reports with APRO/HQ Finance Departments, as per agreed protocol.
- Monitor and follow up on outstanding donor debt, including compilation and return of monthly Restricted Funds Analysis Reporting.
- Maintain an accurate and up-to-date database of grants.
- Conduct capacity assessments of new sub-grantees, as per HKI guidelines.
- Review sub-grant agreements and financial reports of sub-grantees and release funds as per the sub-grant agreements.
Ensure compliance with HKI subaward policy (referring to the subaward manual).
- Upload finalized/accepted financial donor reports to the KellerNet.
- Ensure Compliance with Cambodian Laws, Policies, and Reporting Requirements
- Prepare the regular financial reporting requested by authorities and validate this with the CD.
- Ensure HKI tax declaration complies with Cambodian tax law.
- Monitor the development of Cambodian laws and policies regarding tax liability, financial reporting responsibilities, etc., and propose any necessary adjustments to the CD in a timely manner.
Human Resources Support:
- Oversee preparation of monthly payroll and fringe benefits for all staff.
- Participate in recruitment of senior staff when requested by the CD.
- Ensure that program and logistics staff have been trained on their financial management responsibilities.
- Provide direct line management to the HKI Finance Team and functional management to provincial finance staff.
- Establish objectives for finance staff, and carry out regular performance reviews (annual review, end of probation period review, and more frequent reviews in case of performance issues).
- Conduct regular field visits to monitor HKI field offices and sub-grantee.
- Provide technical support to HKI field staff and sub-grantee finance staff, working closely with them to ensure that financial information is accurate and up to date.
- Check and validate procurement/requisition files to ensure: (i) correct documentation; (ii) actual budget available as per Detailed Budget Monitoring and Forecasting tool; and (iii) procurement and funds eligibility rules of the donor and grant agreement.
- Conduct periodic supervision and spot checks of finances and operations in HKI Cambodia field offices to ensure accuracy and compliance, and report findings to the Country Director
- Provide advice and guidance to the selection committee for high value procurements.
- Review all supplier contracts, ensuring that: (i) the contract complies with tax law/rules; (ii) contracts linked to a grant do not commit HKI expenditure beyond the project period; and (iii) contracts are linked to a completed procurement process.
- Ensure that the SMT are aware of relevant HKI and donor procedures and requirements for storage of stock.
- Coordinate with the Logistics Manager in conducting the annual inventory counts as per HKI. procedures. (The Logistics Manager conducts the inventory count and the Finance and Awards Manager checks and sends the final documents to HKI HQ and to APRO.)
- Coordinate with the Logistics Manager in maintaining asset list/numbering for high value equipment.
- Effectively share new operations rules mentioned in revisions of the Finance Guidelines with the CD, Logistics Manager and the SMT (Note: This is because some HKI Operations guidelines/rules are integrated into the Finance Guidelines.)
- Ensure adequate internal controls are in place and external audits are always carried out in a timely fashion.
- Act as focal point for external auditor during financial audits and internal operations audit.
- Upload completed audit documents/reports to KellerNet, and share drafts with APRO and the HQ Audit Department for feedback before finalization.
- The CD has primary responsibility for security management, but on request, the Finance and Awards Manager may be asked to assist the CD to collect and update information regarding the security environment.
- Immediately report all security incidents or breaches of HKI security and safety rules to the CD.
- Participate in SMT and regular project management meetings.
- Develop and maintain effective working relationships and lines of communication with SMT and other HKI-KH team members.
- Ensure timely communication of any significant delays or problems with procurement or transport to the SMT and other relevant stakeholders.
- Establish and maintain relationships with contact persons at banks used by HKI and tax authority offices.
- Establish and maintain relationships with Finance and Awards Manager (or equivalent) of other NGOs & INGOs.
Support to the Asia Pacific Regional Office (APRO):
- Check and validate procurement/requisition files for APRO.
- Prepare the monthly financial report for APRO.
- Assist with preparation of the APRO annual budget, as needed.
- A master’s degree in finance or equivalent field.
- A minimum of 5 years managerial experience in finance and awards management, with at least 1 year working in the non-profit/NGO sector.
- Excellent knowledge and skills in finance and proficiency in financial planning, budgeting, analysis and auditing.
- Very good knowledge and skills in using accounting software.
- Experience in financial management for multiple concurrent projects.
- Knowledge on Cambodian taxation law preferred.
- Honest, willing to learn, hard-working, fast learner, team player, and open-minded.
- Good communication and inter-personal skills.
HKI offers a competitive salary and benefits package, based on experience and qualifications. Qualified candidates should submit applications to firstname.lastname@example.org. Applications should include a cover letter, CV/Resume and three references. Closing date for applications is on December 31, 2019. Only shortlisted applicants will be contacted. Qualified women and disabled people are encouraged to apply. Helen Keller International is an equal opportunity employer. HKI Cambodia is committed to Child Protection in all fields, and all employee must comply with HKI’s Child Protection Policy.