Finance Coordinator for Cambodia Country Programme at People in Need

Position Summary

Finance Coordinator for Cambodia Country Programme provides continuity, advices and provides financial management support to country programmes and keeps the Regional Director (RD) and Regional Head of Systems and Operations (RHoSO) briefed on pertinent issues and changing circumstances as they arise. At headquarter (HQ), the Finance Coordinator for Cambodia Country Programme is the focal point for assigned country programmes in terms of financial and economical topics. Specifically, the Finance Coordinator for Cambodia Country Programmeis the first line of contact between HQ and designated Finance Managers (FMs) and she/he facilitates and supports the FMs and other senior staff in clear understanding and compliance with finance and administrative standards and procedures; links country programmes with other HQ support departments, other country programmes and PIN support staff; controls country programmes‘ compliance with PIN financial policies and procedures, donors’ rules and particular legislations; and keeps RD, RHoSO and PIN Relief and Development Department (RDD) management fully appraised on a timely basis on all important issues.

Reporting Relations & Interdependencies with Other Functions

The Finance Coordinator for Cambodia Country Programme’s line manager is RHoSO. At HQ level, Finance Coordinator for Cambodia Country Programme works in close cooperation with Accounting Controllers (ACCs), Desk Officers (DOs) and Regional Admin, and reports to the Regional Director (RDs) and to the Regional Head of Systems and Operations (RHoSO) who provide backstopping and guidance. At country programme level, Finance Coordinator for Cambodia Country Programmecooperates closely with Head of Systems and Operations, Finance Manager (FM), and the senior staff members.

Duties & Responsibilities

Accounting

The Finance Coordinator for Cambodia Country Programme coordinates financial project closing and is responsible for statutory audit. The Finance Coordinator for Cambodia Country Programme:

• prepares supporting documentation for posting of donor´s instalments, issued invoices, posting of stocks based on stock inventory, assets (if needed), travel documents, etc.;
• supervises the process of posting of partner reports, provides guidance to the country programmes;
• coordinates financial project closing and is responsible for its correctness;
• prepares documents for projects accounting closing;
• holds key position during the statutory and other external audits conducted at HQ, coordinates with colleagues of country programmes and rest of HQ, and submits information and documents as required by auditors.

Compliance

As a controller and methodological support, the Finance Coordinator for Cambodia Country Programme:

• has a sound knowledge of administrative standards and procedures;
• provides methodological guidance to HQ and country programme staff in the field of internal procedures;
• is familiar with donors´ financial and administrative rules, provides methodological guidance to HQ and country programme staff in this field and if deficiencies are discovered, s/he initiates rectification;
• monitors that FMs/HoSOs have sufficient information about donor policies and their updates and provides support if needed;
• provides information about internal policies updates to FMs/HoSOs;
• provides methodological guidance to HQ and country programme staff on upcoming audits and the documents required.

Country Programme Economics

As a controller and methodological support, the Finance Coordinator for Cambodia Country Programme:**

• participates in country programme financial health checks through the BI tools;
• validates country programme financial data for RDD financial management needs;
• participates in whole process of operational (shared) costs management and provides methodological guidance; consults the allocation keys used in the shared costs management
• monitors the country programme outlays and incomes planning process;
• monitors the overall country programme cash flow management;
• quarterly checks country programme operational budget and ratio of direct, operational and HQ costs (DOH);
• interprets country programme financial data to the HQ RDD management and methodologically supports FMs/HoSOs and CDs to summarize the country programme financial data to the HQ RDD management during the Country Programme Reviews;
• provides training and methodological guidance regarding existing financial systems (Navision, ELO, budget monitoring tools, etc.), hands down technical knowledge; 3
• checks correct use of financial tools (BI tools, coverage table, project drawing forecast, etc.);
• approves monthly money requests, travel request orders, invoices and contracts processed at HQ related to the country programme;
• approves contracts and financial documents in ELO as per set up thresholds;
• in cooperation with DO, completes all RDD internal and private fundraising related budgets at HQ (e.g. RDD budget, allocations for Real Gift/Real Aid/Public Collection, etc.) based on information prepared by the country programmes;
• provides methodological guidance to country programme staff with regards to the exchange rates problematics.

Project Finance Management

The Finance Coordinator for Cambodia Country Programme:

• reviews proposal budgets for appropriateness, relevance and coverage of indirect costs and raise queries, and approves final budget version before submission to a donor;
• provides methodological guidance regarding co-funding issue, hands down technical knowledge;
• provides methodological guidance during negotiations of the grant agreements with donors (ERs, reporting frequency, bank accounts setup, payment schedule, etc.)
• coordinates with HQ ACCs, and approves final version of financial reports before submission to a donor;
• checks proper project financial management (tracking project spending and forecasting), and provides methodological guidance to country programmes in this field and if deficiencies are discovered, s/he initiates rectification;
• acts as a focal point for project audits organised at HQ based on supporting documentation prepared by the country programmes, participates in audits at HQ/country programmes as needed.

Human Resources & Capacity Development

As team member, the Finance Coordinator for Cambodia Country Programme:

• acts as an advisor in the field of team management (composition of local finance team, setup of responsibilities, etc.);
• uses her/his country programme visits to strengthen staff capacity;
• Finance Coordinator for Cambodia Country Programme contributes to the Weekly Standard communication and regular internal reports, and actively takes part in meetings;
• Finance Coordinator for Cambodia Country Programme acts as HQ focal point for FMs/HoSOs for all finance/systems related communication.

Document Circulation and Archiving

• The Finance Coordinator for Cambodia Country Programmechecks correctness of the archiving system setup of financial documentation and its adherence to;
• provides methodical guidance to the FM/HoSO.

And fulfils any other tasks on demand from the country programme in duly substantiated cases.

People in Need Offers:

• Background and professionalism of the largest Czech non-governmental organization
• Interesting and creative work with international reach
• PIN supports professional and personal development
• 25 days of annual leave
• Sick days
• Home office upon agreement
• Multisport card
• Child day care for employees’ children (kindergarden in the building of our office)
• Open and informal organizational culture
• Possibility to participate in interesting events we organize (e.g. One World international film festival)
• Friendly colleagues with similar values