Finance and Administration Manager

POSITION SUMMARY AND JOB PURPOSE

The FAM provides financial, administrative and logistic support to the ChildFund Myanmar. S/he works closely with all personnel in the Yangon office and local partners and manages the Finance and Administration team. S/he is to liaise with ChildFund Australia Finance Manager on finance issues.

REPORTING STRUCTURE

As a senior staff member, FAM is appointed by, and report to, the Country Director (CD).

KEY AREAS OF RESPONSIBILITY

Key area 1: Financial Management & Reporting

• Manage the timely preparation of annual or longer-term budgets and detailed expenditure plans for ChildFund Myanmar including relevant departmental budgets in collaboration with relevant budget holders, and the Australian office.
• Ensure that the financial transactions enter in the accounting system timely and take lead and complete the month end accounts (all relevant reconciliations, monthly management accounts preparation) etc
• Ensure that the annual external audit is completed in accordance with the timetable advised by the ChildFund Australia’s Finance Manager and provide support to the external auditors as required
• Manage the documentation and monitoring of expenditures against approved budgets and provide regular organization and departmental reports (monthly, quarterly, six-monthly, annual and final in accordance with project implementation agreements for submission to donors, according to agreed format, comparing actual against budget) including explanation of significant variances according to ChildFund’s established systems and procedures.
• Provide details of significant variances against budget/forecast in a timely manner to the Country Director and other senior managers
• Ensure the Finance Manual is regularly updated and implemented throughout ChildFund Myanmar
• Ensure that supporting documents for all financial transactions, and copies of financial reports prepared (both hardcopy and electronic) are filed accurately and promptly in accordance with ChildFund’s comprehensive filing systems
• Coordinate training and support for ChildFund staff and relevant project partners in accounting and financial reporting, to ensure all activities are conducted according to ChildFund’s and donor accounting requirements
• Conduct regular monitoring visit to the partner organization, develop financial capacity building plan to the partners finance and relevant project staff and organize the capacity building training as and when required
• Ensure that staff expenses claims, advance for expenses, acquittal of advance and submit to Myanmar Country Director in a timely manner for approval.
• Check and supervise the cash count at the end of each month in the presence of the Myanmar Country Director or others persons(s) nominated by Country Director or other person who was present during the cash count.
• Ensure high-level of compliance with financial control and expenditure monitoring procedures and ensure expense are correctly allocated against approved budgets.
• Monitor grant funding to the local partners and conduct desk and field review of local partners’ financial management as agreed with the Myanmar Country Director and ChildFund Australia Finance Manager.
• Manage the Finance and Administration team
• Work closely with the Myanmar Country Director, ChildFund Australia Finance Manager and other staff and facilitate training and support to ensure all internal policies and procedures including the Child Protection, Fraud and Risk Management, and Counter Terrorism and other related policies are well understood and adhered to, by ChildFund Myanmar Staff and partners
• Other tasks as agreed with the Myanmar Country Director, ChildFund Australia Finance Manager and Regional Finance Coordinator

Key area 2: Administration and IT

• Ensure the provision of administrative and logistical support to all staff in Myanmar and other staff as required by task allocation within Finance and Administration team.
• Manage the organization of organizational activities e.g. retreats, meetings and workshops, etc.
• Supervise the Finance & Administration Team in arranging domestic and international travels (visa, accommodation and flight) with particular emphasis on field trip to ChildFund Myanmar communities.
• Arrange maintenance as required or on periodic contract basic for communication systems and other equipment: phone, email, fax, photocopier, etc., with relevant contractors.
• Liaise with the Yangon office landlord and other service provides as required.
• Ensure that the asset record is maintained and regularly updated
• Provide administration and IT support as agreed with Myanmar Country Director.

Key area 3: Organizational Development and Representative

• Participate in the development of ChildFund Myanmar’s policies and strategies, in co-operation with Country Director and other senior management staff.
• Take a lead role in developing ChildFund’s organizational policies and documentation, including the development of annual and longer-term strategic plans.
• Actively contribute to the development and promotion of ChildFund values, culture and learning approach.
• Establish, develop and maintain appropriate information-sharing and learning relationships with staff in similar positions in relevant banks, external auditors, NGOs, government agencies and academic institutions in Myanmar.
• Attend workshops and NGO networking forums as appropriate, to ensure ChildFund Myanmar is updated fully on all relevant legislation issues.
• Participate in ChildFund Myanmar’s senior management team meetings, lead staff discussions and promote organizational coherence as determined by the senior management team and/or relevant persons.

REQUIRED COMPETENCIES

Core Competencies

• Commitment to ChildFund Myanmar’s values, vision, and mission;
• Ability to work effectively in teams;
• Excellent interpersonal, written and verbal communication skills;
• Exemplifying accountability and integrity; and
• Being adaptable and flexible.

Functional Competencies

• Developing capacity of others by conducting training and coaching in area of expertise
• Supporting others in achieving their goals through performance
• Being responsive to change
• Understanding development in country context and child-focused development programs
• Building various stakeholders’ competency for successful project management and implementation.

Experience and Qualifications

• Tertiary qualification in Finance and Postgraduate qualifications (ACCA or CPA) would be an advantage;
• At least 10-year experience in an INGO involved in community development activities;
• At least 5-year experience in a middle or senior level management position;
• Demonstrated experience in enforcing financial policy and procedures with staffs and other local organizations.
• Demonstrable experience in adult education and/or training and mentoring, especially with local partners
• Significant experience in writing high quality reports and providing presentations;
• Proficiency with computer software commonly associated with finance (Excel, SAGE) and
• Proficiency in written and spoken English and relevant language skills.