Job Description
                                                                                     

Position
Finance and Admin Officer
Grade
C1

Department & Location
Finance Department, LCCC Office, Vientiane Capital
Date

Reports to (position):
Finance Manager

Purpose: 
The will work and support on LCCC administration and financial management activities and other operations under grant and provide assistance to the Project Manager/Grant Finance Manager, including preparation of financial documents and reports, in line with procedures and policies; to monitor and follow up budgets that giving to staff to guarantee on budget controlling including be responsible for the application of administrative policies/procedures.

Dimensions of Role:

• To Coordinate with teams, Grant staff and project partners at National and Provincial level to ensure that the budgets are fully allocated in line with approved budget and the reporting and financial support documentation are in-line with, LCCC and donor policies and procedures
• To make sure that all budgets allocated to grant are closely monitored and reported to the Project Manager and Grant Finance Manager.
• Support the project team with administration support as necessary

Typical Responsibilities – Key End Results of Position:

Finance/Accountant function:

• Maintain daily book keeping records separately for the Grant
• Follow up daily expenses of fields staff related to the Grant
• Reconcile weekly and monthly cash and bank balance in the account and submits to Finance Manager.
• Prepare cash advance for operation expenses.
• Review purchase request and prepare payment vouchers to get approve from Finance Manager;
• Monitor to ensure that all payments and expenditure are in compliance with approved budgets and account codes following the financial procedures and Finance Manual and donor and certify the necessary financial supporting documents
• Help to Entry payment and liquidation with Finance Team to account system (e.g Excel file for upload to Quick Book program).
• Support Finance for Field work activity; national and provincial Level
• Support with the budget forecasts, cash management (cash advance) of staff, partners when required
• To support and work with internal and external auditor when required
• Ensure all financial documents related to projects/partners are filed properly
• Being key person to prepare the financial report in Monthly, Quarterly, Annual Report and other report as required and be able to submit on time.

General Administration Function

• Manage travel logistics (e.g. vehicle rental, flight booking, hotel booking) and coordinate with any service providers (e.g. travel agency, hotels, drivers, etc.)
• Manage the administration of the office, including maintaining office supplies and equipment, handling deliveries, and coordinating any other needs related to the office
• Assisting to prepare, send and receive documents to partners, government departments and LCCC Office as necessary
• Other general administration tasks as necessary (e.g. preparing meeting rooms, printing documents, registration, answering phone, reception, etc.).

Fixed Asset Management Function

• Assign Inventory Number for every Fixed Assets purchased/acquired as needed
• Keep record of inventory holders by maintaining fixed assets database as required
• Assisting to Manage of repairing and maintenance of fixed assets, office equipment and computer related items with input from the ICT
• Arrange regular repair and maintenance of vehicles and motor bikes and other equipment as necessary

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Experience

• Degree level education or equivalent demonstrated ability essential (strong preference for Business Administration or related discipline)
• Experience working in administration and finance, experience with NGO will be a significant advantage

Knowledge

• Knowledge of financial management system and internal control procedures
• Knowledge of QUICK BOOK basic would be an advantage

Skills

• Planning and organization skills are essential
• Computer skills (including Word and Excel) are essential

Behavior

• Honest, approachable, flexible, with good team spirit
• Committed, accountable, professional in appearance and actions
• Self-directed, reliable, accountable, and effective in coordination
• Follows through on what s/he commits to doing

Contact Information

For inquiries and submission of applications, please contact:Maniluck Phongsa (Ms.); Finance Coordinator

Mb: +856 (20) 7772 4579; E-mail: Maniluck.chiaslaos@gmail.com Referencing “ Finance & Admin Officer  ” in the subject line and kindly include support documents as outlined. Application deadline is 24 April 2024 (1PM, Vientiane time).