One of our prestigious Clients' who is a renowned International Non-Governmental Organization (INGO) based in Germany, is looking for an experienced "Finance and Administration Coordinator" to join their team in Colombo immediately.
SALARY: Rs. 160,000 + 20,000 (Allowance)
ROLES & RESPONSIBILITIES:
Responsible and accountable for all finance and administration matters in the Country Office.
Ensure strong financial discipline in Country Offices finances and smooth functioning of the office through the maintenance of Human Resources and Administration.
Finance / Country Desk:
- Manage the finances of the Country Office in line with the organization standards, local regulations, and applicable donor regulations.
- Manage the financial risk register of the Country Office. Writing cheques and disbursing payments appropriately.
- Maintain and record Petty Cash expenditures and reconciliations.
- Attend capital purchasing and maintaining of Asset Register according to protocols.
- Liaise with and attend to banking matters, prepare monthly bank reconciliations, monitor cash flows and ensure maintenance of a healthy cash flow of the country desk at all times.
- Maintain effective and accessible filing systems (electronic and hard copies) of all documents relating to the country desk (including but not limited to; bank documents; withdrawal slips, transfer records, bank statements, payment and receipts vouchers).
- Prepare and execute external and internal audits and provide necessary financial information to auditors and visitors as may be required.
- Support country desk staff with internal local and overseas travel advances and settlements (claim and reimbursements).
- Support/inform country desk staff, regarding compliance of financial guidelines and procedures for both the organization and its donors, and ensure high quality financial standards.
- Identify gaps in financial practices/systems and make appropriate recommendations for enhancements to policies and procedures to create operational efficiencies.
Donor / Fundraising and Reporting:
- Support the country representative in preparing and maintaining country and project budgets, according to the organization and donor templates.
- Monitor all expenditure adheres to donor commitments, highlighting variances and support country representatives to meet donor commitments.
- Support the partners to prepare financial reports for each donor report, justifying variances, proposing revised budgets where appropriate and responding to all finance related donor queries.
Finance / Partner Support:
- Conduct regular monitoring visits to partners, identify gaps in financial skills and knowledge of Partners/staff and provide necessary training and/or information to increase capacity.
- Support the partners in the preparation of annual financial statements and checklists for all projects.
- Make sure that statutory and donor audits are carried out in time and submitted to relevant agencies.
Human Resources:
- According to the staff contracts, process all salary payments and ensure salaries are paid on time (standing order), and attend to relevant salary computations.
- According to the guidelines, ensure all statutory payments are deducted/calculated and paid in a timely manner to relevant authorities. Prepare annual statements/returns to relevant authorities before the due date.
- Support and coordinate recruitment and induction processes.
- Administer the human resource procedures, maintaining confidential personnel files.
- Ensure Sri Lankan labour laws are adhered to at all times, seeking advice from appropriate experts where necessary.
Administration:
- Report periodically to the NGO Secretariat, according to their reporting template, requirements and deadlines.
- Manage the efficient running of the CO office premises, maintain adequate supplies and ensure adequate record keeping and documentation.
- Organize local and overseas visits of CO staff and HQ visitors on official work, in liaison with host programmes/organizations including liaison with travel agents, embassies etc.
- Storing CO, partner and project documentation/information on the shared server and supporting regular flow of information.
- Undertake local purchases, local hand deliveries, postal dispatches and other outdoor work as instructed by the admin department.
- Issue of contracts to suppliers and consultants and make payments accordingly.
- Take backup of data on a weekly basis.
- Working as a productive member of a small team in achieving the objectives and activities which contribute to the development of the organization and the post holder.
- Working in a manner which promotes understanding and co-operation among diverse communities, values difference and promotes equity of treatment for all.
QUALIFICATIONS & EXPERIENCES:
- Degree in Finance, Accounting and/or Professional Accountancy qualification. (ACCA, CIMA,..)
- 10 years of experience working in a similar role.
- Experience of managing and running a small and busy office.
- Experience of using Tally or similar accounting software.
- Experience of producing detailed periodic management reports.
- Sound knowledge of accounting principles, standards, and procedures.
- Ability to analyse and interpret financial information/reports.
Desirable: - Demonstrable knowledge of fund and project accounting.
- Working for an international development organization/s.
- Understanding of donor context in Sri Lanka & internationally.
- Ability to integrate into a multi-cultural environment.
- Professional proficiency in English. (Sinhala/Tamil are advantageous)
- Strong written and spoken communication and interpersonal skills and ability to work independently and take initiative.
- Proficiency in Microsoft Office, SharePoint and Dynamics 365 Business Central. (Microsoft Navision would be advantageous.)
- Ability to maintain high levels of discretion & confidentiality.
- Excellent organizational, and time management skills.
- Problem-solving attitude with an ability to multi-task.
- Team player with proven leadership skills.
- Travel activities. (As required)
HOW TO APPLY:
If you are interested, please forward your CV to, This email address is being protected from spambots. You need JavaScript enabled to view it.
(Please use the same vacancy name for your subject title for better visibility of your email.)