Finance & Operations Manager

Description

Position Summary

The Finance and Operations Manager in Lao oversees program economy, logistics, procurement, human resources, and ensuring compliance. He/she manages budgets, cashflow, financial reporting, and donor policy adherence. Reporting to the Head of Systems and Operations, he/she collaborates with HQ finance desk, Project Managers, project staff, and partners. He/she may supervise Finance and Operations staff in the future (when the current pilot project scales up).

Main responsibilities:

Finance

Accounting & Audit

The F&O M is ultimately responsible for country programme accounting, project finance management and reporting, end-year closing, and audits.

o Ensure accounting data quality and compliance with internal and donor regulations.

o Monitor timely registration and posting of all transactions.

o Supervise cooperation between finance officers and HQ Accounting controller.

o Serve as an audit focal point, work with HQ compliance department, liaise with partners, and address findings.

Maintain proper archiving of project, partnership, procurement and subgrants documentation in compliance with existing guidelines.

Country Programme Economics

The F&O is responsible for financial tools management, and cash flow.

o Manage project economy and finances (budgeting, cost planning, cash flow, FX rate risk)

o Ensures correct use of financial systems (Navision, ELO, budget monitoring tools etc.) and provides training and support to other country programme members);

o Update project drawings and forecasts, communicate and work with staff,

o Conduct monthly budget meetings for program management.

o The F&O is responsible for drafting project reports timely

o Manage financial risks, determine mitigating measures, provide solutions.

o Monitor project co-funding obligations, coordinate with Head Of Programs/Program Manager for timely reporting.

o Ensure compliance with rules and regulations, both PIN and Donors.

o In the field of cash flow coordinates country programme outlay and income planning, ensures timely disbursement of donors' instalments to PIN, compiles and approves mission money requests to HQ.

Human Resources

o Is fully familiar with PIN HR related policies, procedures and standards and ensures its compliance

o Responsible for processing all relevant HR and Admin documents

o Prepares Payroll and Tax statements in cooperation with HoSO

o Facilitates recruitment process and coordinates all phases of recruitment process, checks and ensures the quality standard of all the procedures.

o Supervises the induction procedures, coordinates with other departments.

o Ensures that the HR folders of all staff are created in ELO, and contain the necessary documents and personal data required by the HR procedures manuals

o Updates the staff contact list based on needs

o Ensures the termination-related procedures are followed; together with other departments coordinates all clearance procedures, archives the personal folder.

o Act as a focal point for Safeguarding policies and issues

Logistics and Procurement

Administration and base management

o Drafting and negotiating MoU with relevant Ministries.

o Opening new offices in Vientiane and Luang Prabang.

o Manage the process of preparation, approval and archiving of administration contracts (rental, mobile phone providers, cleaning service, translation service, etc.);

o Support arrangement of documentation for expatriate staff – resident visas, work permits, driving licenses; etc.

o Responsible for booking transportation and accommodations for approved mission travel

o Purchase and distributing office stationary and office consumables;

o Ensure that maintenance of office premises is conducted on a regular basis;

Procurement

o Ensure efficient and competitive procurement for the CP

o Ensures compliance with PIN and donor’s procurement procedures, has final responsibility for its proper execution

o Ensures and sets up proper asset management in accordance with PIN Assets guidelines

o Maintains database of suppliers

o Adheres to PIN Safety and Security Policy, acts as a security focal point.

And fulfils any other tasks as required.

Benefits

o 18 days of annual leave per year

o Insurance (Hospital & Surgical, Accident, NSSO)

o A friendly and good working environment in an international non-governmental organisation

o Training and capacity development opportunities

Requirements

Desired Knowledge, Skills and Competencies:

Required

o Bachelor’s Degree, preferably in Finance or Business Administration

o Minimum 3 years of experience in the same or similar role is preferable

o Fluency in Lao and English, both verbal and written

o Knowledge of local legal and tax compliance requirements

o Ability to work with team members with different backgrounds

o Ability to work independently, to be supervised remotely, to report information and to meet deadlines

o Proactiveness and ability to learn quickly

o Good communication and organisational skills

o High ethical standards and ability to endorse principals of confidentiality, commitment to and understanding of PIN’s aims, values and principles.