Finance and Operations Officer

Job Announcement

Finance and Operations Officer

1. People in Need

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.

Position: Finance and Operations Officer

Line Manager: Finance and Operations manager for Laos 

Location: Vientiane Capital, Lao P.D.R

Schedule: Full time position

 Duration: 12 months with possibility of extensions

Starting date: March 1st 2025

Salary: 600 – 650 USD (based on experience and skills – gross salary)

2. About the position

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 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 and involves frequent travel to the field across Champasak, Attapeu, Sekong, Savannakhet, Khammuane, Saravane, Borikhamxay, Luangprabang, and Xiengkhuang 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 cashflow planning 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 coordinates 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

Others

• And fulfils any other tasks as required and or assigned by line manager

Qualifications required:

Desired Knowledge, Skills and Competencies:

Required

• Bachelor’s Degree, preferably in Finance or Business Administration or other related fields
• Minimum 3 years of experience in the same or similar role is preferable
• Fluency in Lao and English, both verbal and written
• Knowledge of local legal and tax compliance requirements
• Ability to work with team members with different backgrounds
• Ability to work independently, with minimum supervision and to meet deadlines
• Familiar and knowledge on the expat staff work permit, stay permit and VISA application and extension processes
• Proactiveness and ability to learn quickly
• Good communication and organisational skills
• High ethical standards and ability to endorse principals of confidentiality, commitment to and understanding of PIN’s aims, values and principles
• Willingness to learn and take responsibilities beyond specific TOR

BENEFITS and EMPLOYMENT CONDITIONS:

• Start salary of 600-650 USD as per PIN’s salary scale
• 18 days of annual leave per year
• Insurance (Hospital & Surgical, Accident, NSSO)
• Extensive Capacity Building program, both internal and external trainings – Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• Monthly Phone Card Allowance
• A friendly and good working environment

This Position is open for National Candidates. Interested candidates should send their CV (with 3 references) and cover letter via our application form to Human Resources Department by this link: https://apply.workable.com/people-in-need-2/j/5598DCB625/, no later than 7th Feb 2025. Candidates are also encouraged to familiarize themselves with PIN’s website and Facebook. PIN reserves the right to select the candidate before the closure of the vacancy and only short-listed applicants will be contacted. PIN are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply, especially women.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks which can include criminal record.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Please note: PIN does not charge a fee at any stages of the recruitment process.

Women are strongly encouraged to apply.

CONTACT DETAIL:

Address           : Sourisa Apartment, Nongbone Village, Saysettha District, Vientiane Capital, Lao P.D.R

Name               : People In Need (PIN)

Facebook         : People In Need Laos