Finance And Operations Officer

Finance And Operations Officer

People in Need (PIN) is a Czech non-profit, non-governmental organization that has been implementing relief and development projects in crisis regions around the globe over its twenty-year history. PIN is an international, non-profit organization providing humanitarian and development assistance in over 20 countries worldwide. PIN draws on extensive past experiences and lessons learned across development, emergency and post emergency contexts to design, implement and monitor quality programming.

Since 2013, People in Need (PIN) has been involved in disaster risk management activities, particularly in Cambodia with the development of the Early Warning System EWS1294. In 2023, PIN started to provide technical support to disaster management organizations (DMOs) in Laos to improve their current early warning dissemination capacities and explore innovative approaches to transboundary risk communication, shared data management, and cooperation. This project developed formative research and piloted an early warning system in three provinces of Southern Laos (Champasak, Attapeu, and Saravane provinces). In August 2024, the next phase of the EWS national scale-up was launched covering in total 9 provinces.

The Finance and Operations Officer will play a significant role in the timely and compliant support on the implementation of the People in Need Laos financial operations, accounting processes, general administrations and human resources. The incumbent will also support on the procurement and logistics activities to ensure the smooth implementation and adherence to procurement, logistics, and security procedures. The incumbent will critically be responsible for supporting the finance and Operations Manager on the financial management, the maintenance of accurate accounting and financial records and reports at both field office and CP levels as well as to ensure that the human resources and logistical operations, general administrations of the Laos CP office are managed properly.

The position will fully be based in Vientiane Capital, Lao PDR and involves frequent travel to the field across Luangprabang, Xayabouly, Champasak, Attapeu, Sekong, Khammuane and Saravane provinces, reporting relations & interdependencies with other positions.

Line managed by the Finance and Operations Manager for Laos. Works closely with other programme and Operations colleagues in both field and Vientiane offices.

Main responsibilities:

Finance:

• Ensures that all payments and approvals adhere to PIN financial/admin and procurement guidelines and donor requirements.
• Ensures that all accounting operations are posted correctly in the accounting system MS Navision.
• Cash register management - handles cash and ensures that all cash transactions are properly accounted for, conducts regular cash counts and reconciliation.
• Bank account management - handles cheques and ensures that all bank transactions are properly accounted for, prepares regular monthly bank reconciliation reports.
• Prepares or checks PIN internal invoices and ensures that all supporting documents and signatures are valid.
• Makes sure that all open entries are cleared on time.
• Ensures proper field office cashflow planning for in coordination with Finance and Operations Manager.
• Responsible for archiving (original & scans) of cash documents, vouchers, invoices, contracts, and other finance, logistics, procurement, HR and administration related documentation, and ensures that, upon a request, documents are sent to HQ in a timely manner.
• Observes country program Financial Security Guidelines in daily project operations.

Human Resources:

• Is fully familiar with PIN HR related policies, procedures and standards and ensures its compliance.
• Responsible for processing all relevant HR and Admin documents.
• Prepares Payroll and Tax statements in cooperation with Finance and Operations Manager.
• Facilitates recruitment process and coordinates all phases of recruitment process, checks and ensures the quality standard of all the procedures.
• Facilitates the induction procedures, coordinates with other departments.
• Ensures that the HR folders of all staff are created in ELO, and contain the necessary documents and personal data required by the HR procedures manuals.
• Updates the staff contact list based on needs.
• Ensures the termination-related procedures are followed; together with other departments coordinate all clearance procedures, archives the personal folder.

Logistics and Procurement:

• Identifies suitable and reliable suppliers, vendors, providers and contractors of goods and services in order to support PIN programme implementation.
• Ensures compliance with procurement procedures and has final responsibility for its proper execution.
• Checks and approves the completion and proper archiving of all procurement documentation in ELO.
• Manages procurement and purchases of programme items as well as office items and services.
• Responsible for booking accommodations for business related trips in both domestic and overseas.
• Ensures and sets up proper asset management in accordance with PIN Assets guidelines.
• Maintains database of suppliers.
• Adheres to PIN Safety and Security Policy, acts as a security focal point.
• Books and arranges all transportations tickets (flight, train tickets and other means of transportation) for both domestic and international trips.

General Administration:

• Receives incoming visitors and facilitates the required meetings.
• Supervises office cleaner to ensure the tidiness and clean office space.
• Prepares the VISA, work permit and stay permit related letters/documents and coordinates with MOFA for timely required permissions approval.
• Supervises the incoming/outgoing letters/memos in both offline and electronical forms.
• Files all the office related documents in accordance with the individual specific filing categories.

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH):

Carry out the duties in accordance with the PIN Code of Conduct and Key policies.

Participate in training and awareness raising (CoC and KP, Safeguarding…).

Create and maintain a fulfilling and protective environment.

Ensure that her/his team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies.

Ensure strict application of media policy, including consent form for use of photos and testimonials of beneficiaries and community members, data protection/secure storage.

Ensure that safeguarding is taken into account in the proposal development, report, etc

Support the operation manager in the implementation of Safeguarding measures.

Provide trainings and awareness sessions on Safeguarding, CoC and Key policies to partner organizations/beneficiaries, when necessary.

Monitor the implementation of Safeguarding measures (e.g awareness session for affected population, training for staff, CFRM etc).

Others:

Fulfil any other tasks as required and or assigned by line manager.

Support the implementation and monitoring of CFRM activities in project areas, ensuring that community feedback is collected, documented, and referred appropriately in line with PIN's CFRM guidelines.

Promote awareness of CFRM among project stakeholders and communities, contributing to a culture of accountability and transparency.

Coordinate with relevant team members to ensure timely follow-up and response to feedback and complaints, and contribute to regular CFRM reporting and learning.

Support in the development of project proposals.

And fulfils any other tasks as required.