Finance Manager-Chanthabouly, Vientiane, 4340, Laos

BACKGROUND

IUCN Lao PDR is part of the Lower Mekong Region Country Group, a unit of the Asia Regional Office in Bangkok, under the umbrella of the global IUCN and we’re now looking for Finance Manager to join our team at IUCN Lao PDR country office.

SCOPE OF RESPONSIBILITIES – To ensure that the accounting system is in place to record transactions in accordance with accepted accounting principles and IUCN policy such that it provides the basis for an efficient Financial management and information system – To direct and control the administration of all financial, treasury and accounting activities in accordance with IUCN policy and in compliance with fiscal, legal and statutory requirements of the host country – To provide country office management with guidance on financial management by assisting in the planning and budgeting for the country financial operations and providing the analysis and interpretation of the results for sound management decision and action – To provide projects undertaken in the country the appropriate financial support for the efficient and effective project implementation – To co-ordinate and provide the required financial information and requirements for IUCN Asia Regional Office (ARO) and IUCN HQ

DUTIES:
1. Accounting and Reporting
– Supervise the recording, classifying and summarizing of the financial transactions of the IUCN LAOS and ensuring the proper update and maintenance of the accounts to ensure that the SUN accounting system provides the basis for an efficient financial information system for both internal and external users and that it is compliant with internationally accepted accounting principles, legal and statutory requirements of IUCN policy
– Review all accounting related transactions (payment vouchers, receipt vouchers, debit and credit notes, staff time invoices, correcting journal entries) prior to entry into the accounting system.
– Ensure that all balance sheet accounts are reconciled in accordance with IUCN accounting policy and procedures
– Analyze and interpret the IUCN LAOS financial statements and project financial reports and recommend courses of action to improve efficiency and economy
– Review and provide guidance and coaching to accounting staff ensuring accuracy, correctness and completeness of transactions recorded.
– Ensure the timeliness of required financial reports to project managers, donors, IUCN LAOS management, IUCN regional office, and IUCN headquarters
– Review and ensure that debit and credit notes are properly invoiced and that the current accounts are regularly reconciled in accordance with IUCN policies
– Prepare periodic report of sub cost centres and review their financial performance and give suggestions as required.
– Prepare monthly MIS and financial sustainability report for the Country Office, reviewing these reports with the Country Manager and programme staff, and submitting to ARO in accordance with the monthly timetable
– Assist implementing partners’ organizations in setting up appropriate financial systems and procedures to ensure compliance with donors funding requirements.

2. Treasury and Cash Management
– Prepares the country offices cash flow projections and monitors the continued availability of funds to cover the requirements of country office operations and its component projects and programmes
– Formulate and implement an approved plan to maximize the yield on idle or unspent funds of country office
– Review and ensure that disbursements are properly supported with relevant evidential documentation and that they are properly identified into its cost center or project codes
– Cash and bank balances are reconciled with the records maintained
– Obtain approval of the Director Finance prior to receiving funds transferred in currencies other than the ledger currency or the local currency
– Obtain approval of the Director Finance before converting any holdings of non ledger currency to t6he ledger currency. This requirement doesn’t apply to necessary conversions from the ledger currency to the local currency.

3. Planning, Budgeting and Forecasting
– Assist in the planning and budgeting for the IUCN LAOS Country Office and its projects and programmes, taking the lead in the financial plans and budgets and ensuring that the assumptions, parameters, guidelines and policies in planning are complied with.
– Review and monitors budget performance of the country operations and individual projects and programmes and make recommendations to improve performance
– Provide cost data of the various resource inputs to programme personnel to prepare and update Budgets
– Assist in ABC list planning _{preparation and monitoring process as a tool for ensuring sustainability.
– Assist the Country Manager and the Programme Coordinators in the preparation and review of any proposed agreements/contracts with external parties, including implementation agreements with partner’s organization, small grants recipients, external donors and constancy contracts.
– Assist the Country Manager and programme staff by providing guidance on compliance with donors guidelines and the provision of donor agreement
– Assist programme staff in the preparation of annual project budgets and work plans, and the regular monitoring of actual expenditure against budget
– Monitor the exchange rates and assist programme staff in preparing updated annual / total project budgets to adjust for the exchange impacts or changed spending against budget.}

4. Internal Control Environment
– Continuously review the adequacy of internal control to ensure the provision of accurate and timely financial information, protection of assets and adherence to policies, systems and procedures and the smooth and orderly implementation of plans and activities.
– Ensure the Internal Control Systems (ICS) are in place and are monitored in accordance with IUCN accounting policies and procedures

5. Fixed Asset Management
– Ensure the identification and proper inventory of fixed assets of the country office through the conduct of an annual inventory to determine their location and condition of proper disposition.
– Determine accuracy of depreciation in accordance with IUCN policy and that the assets are adequately protected
– Liaison with the Administration Unit to ensure the schedule of assets / project equipments are distributed to budget holders at least twice per year to assist in verification of existence and condition.
– Prepare the request for approval to dispose of missing, lost, stolen, damaged and obsolete equipments

6. Payroll
– Ensure that the systems and procedures are in place to enable accurate preparation and disbursement of the payroll in compliance with statutory requirements
– Sign off on the monthly payroll by reviewing and checking the accuracy of amounts to be paid to the staff

7. Due Diligence and Audit
– Coordinate due diligence processes on potential IUCN LAOS grantees.
– Prepare an audit plan for the year, and prepare the appropriate plans for each individual audit, including a file for all documents required for the audit. Obtain approvals for each audit in accordance with the Delegation of Authority
– Co-ordinates with the auditors in the external and internal audit of the country office and its component programmes and projects. This include preparation of draft financial statements and necessary notes to the accounts.
– Provide draft responses to the audit management letter, including coordinating inputs from the programme, human resources, administration and other units as necessary, and forward tom the Director Finance for review
– Conduct financial reviews of IUCN’s sub-recipients and partner organization’s financial records, systems, and internal controls, targeting early identification and correction of any deficiencies found as part of IUCN’s risk management strategy.
– Ensure the closure and resolution of audit findings

8. General
– Provide leadership and guidance in all matters pertaining to finance (including taxation and other financial issues) and give advice and support to all those needing it
– Identify and support IUCN’s efforts to integrate gender and social equity into its projects and programes and as institutions
– Provide training to IUCN staff and to staff of implementing partners on IUCN financial policies and procedures, budgeting methods and compliance with donor guidelines
– Prepare and maintain a local setting out instructions, format and instructions on all local financial policies and procedures, budget preparation, reporting formats and the like.
– Where required, assist with writing and maintaining the local procurement policy and be a member of the procurement committee.

9. Carry out any other relevant tasks that may be assigned from time to time.

REQUIREMENTS

• Higher Education or Post Graduate qualification in an Accounting or Finance discipline

• At least 5 – 6 years of relevant professional experience in project finance and accounting, especially on projects funded by EU

• Proven ability to conceptualize, plan, budget and implement programme finance related issues

• Relevant experience in working with international organizations will be considered an asset.

• A high level of computer literacy is essential

• Ability to work under pressure at times, while maintaining high quality results is an essential requirement.

• Be honest, highly organized, responsible, self motivated and able to take initiative under minimum supervision.

• Demonstrate ability to work as part of a team in diverse professional backgrounds.

About IUCN

IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges.

IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.

IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.

www.iucn.org

APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the “Apply” button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST).

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