Finance and Administration Officer

1. General Accounting and financial management

• Prepare advance and payment vouchers for the programs under respective field offices in compliance with existing LPK policies and procedure.
• Review all of payment vouchers prepare by supervisee for the programs under respective field offices.
• Ensure all vendor payments and advances are paid timely and closely track the pending payments in collaboration with Admin and users department.
• Ensure the GL codes budget line codes project codes and expense descriptions are correctly recorded and charged appropriately per donors guideline and close the monthly financial report to be produced in accordance with financial procedures.
• Ensure that data posting in the QBE system for all vouchers including receipts payments transfers and journals are completed in a timely manner.
• Review QuickBooks data entry for financial transactions to make sure the accuracy and completeness in compliance with LPKs existing polices and procedure.
• Prepare the document for reclass or adjustment or journal entry as necessary and ensure approval process is complete before entering into QBE.
• Report HQ management through supervisor immediately if any suspected issues record voucher and expenditure which are against with LPKs policies.
• Perform control overall financial transactions and oversee the financial issues for daily finance operating and provide guidance to field offices and supervisee.
• Ensure the delivery of exceptional service and timely response on all questions related to field accounting and financial management.
• Provide technical guidance feedback to field staffs and closely monitor the field accounting process for improvement of financial management.
• Conduct the regular monitoring visit to field offices operating under assigned projects and provide feedback recommendation and report based on findings.
• Assist with supervisor to provide the technical support training to field team and other staff members relating to financial procedures and policies.
• Communicate with external banking sectors to resolve i-Banking issues changing the authorized persons removal of signatories and ensure smooth internal/external bank transfers.

1. Budget donor reporting and Audits

• Assist in preparing of donor financial reporting using with donor template for the assigned projects to ensure the timely donor submission in accuracy and completeness.
• Ensure the completeness of uploading all supporting documents and soft files in the appropriate folder to be shared with donor along with financial report.
• Assist in preparing of monthly budget vs actual expenditure report for each project and site under assigned projects.
• Organize the burn rate and forecasting meeting with program and operation team and participate the meeting and complete the donors feedback.
• Verify the correct Budget line codes are appropriately assigned for each expenditure and check with supervisor for any amendment or changes as required in time.
• Assist with Finance Manager and Deputy Director for project auditing donor auditing and organizational audit process to provide the necessary information feedback and document in a timely manner. Perform as a lead to meet with audit team and provide answer or clarification on any findings or audits comments.
• Support in preparation of budget for new proposal and provide the necessary data and information in computing the detail budget.
• Any other tasks related to accounting and finance as assigned by supervisor.

1. Administration

• Provide guidance to Admin Assistant to ensure that daily administrative and warehouse related tasks are properly carried out.
• Review the monthly Fixed Assets report and ensure the inventory list is regularly updated.
• Lead the regular physical counting process for Fixed assets and Office inventory update the register prepare the report and submit the report to HQ in time.
• Keep regular track on contracts expiry date for all leases and services and initiate to communicate with service provider and concern département whether new contract or extension or termination.
• Ensure the office supplies and inventories are procured on a quarterly basis in a timely manner.
• Supervise the administration of vehicle usage and vehicle rental process are performed in line with procedures.
• Monitor daily warehouse operations and oversee the monthly reporting process.
• Ensure that all admin and procurement-related expenses are reported in compliance with existing LPK policies.
• Ensure that events meetings trainings and workshops are organized and prepared on time in collaboration with the requester department.

4.   Staff management and relation

• Provide necessary guidance to respective staffs when engaging with Finance team and Field sites in compliance with existing policies and procedures.
• Responsible for conducting performance appraisal of supervisee and monitor the performance improvement and to provide guidance for technical support and build their capacity development.
• Support HR unit to update the recruitment process leave timesheet and contracting process for short term and part time etc and involve as HR focal for the respective field offices as required.
• Ensure consistently high levels of interaction and teamwork between and among LPK Coordination offices and others user department.
• Build good communication professionally among internal or external.
• Any other duties assigned by supervisor for efficient program implementation.

Qualifications :

• Must have leadership skills and demonstrate a strong ability to guide others.
• Minimum 5 years experience in finance and administration in similar position especially field offices financial operations and management in NGO and INGO sectors.
• Bachelors degree in Finance Accounting Business Administration with experience in related field or a preferable with professional accounting qualification (ACCA LCCI Level III) or progress.
• Proven experience with financial software/systems and advanced proficiency in Microsoft Excel and package.
• Demonstrable experience managing donor funds and a thorough understanding of their financial rules and reporting requirements.
• Exceptional accuracy and attention to detail with a strong analytical approach to problem-solving.
• Must understand the specific risks and integration of these policies within program implementation and finance activities (e.g. vetting of vendors confidentiality in processing sensitive transactions etc.)
• Good in communication skills in English with the ability to explain financial concepts to non-finance staff and liaise effectively with donors.
• Focused Attention to detail flexible and proactive attitude with the ability to adapt to growing organizational needs and a dynamic work environment.
• Multi-tasking; Effective Time and task prioritisation/ management.

Additional Information :

09 09 09

Remote Work :

No

Employment Type :

Contract