Vacancy: Finance and Office Manager

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The IWPR country office in Kazakhstan is looking for a Finance and Office Manager.

Location: Almaty, Kazakhstan

Deadline for applications: 17 September 2023

ABOUT IWPR:

The Institute for War & Pee Reporting (IWPR) is an international non-profit organisation founded in 1991, with charitable status in the US, UK and the Netherlands. We give voice to people at the frontlines of conflict, crisis and transition to help them drive change and build more stable, just and inclusive societies.

Drawing on three decades of experience in some of the world’s most challenging environments, we support media, civil society, democracy and governance, gender, and youth-focused projects in over 30 countries – promoting reliable information and responsible public debate and removing barriers to freedom of expression.

SUMMARY:

Since October 2021, IWPR has been implementing the Go Viral Festival & Network project. The project’s primary goal is to enhance regional connectivity, support economic development, and strengthen civil society in Central Asia by creating and sustaining deep partnerships among an emerging generation of innovative Central Asian thought leaders.

MAIN RESPONSIBILITIES

The main responsibilities for the role of Finance and Office Manager are listed below:

Finance

To be responsible for IWPR Kazakhstan Finances. This includes effective accounting, and control and reporting on all financial expenditure related to IWPR’s Programmes in Kazakhstan.
To monitor the financial performance of the Project to ensure that it is implemented according to budgets and Field Office targets; expenditure/cost recovery; and alerting the IWPR Kazakhstan Country Director and the Management Accountant in London to any issues affecting progress.
To ensure all the local authority payments are made according to deadlines (taxes, social charges, pension funds) and report accordingly to these departments.
To manage the advance/expense claim system, bank transfers, reconciling claims promptly at the end of each trip. Ensure the payment of utility and other regular bills.
To prepare the Field Office Monthly Expense Reports (FOMER’s) for sign off by the Country Director, communicating and resolving issues effectively.
To work with the Programme team and Country Director to ensure project cost information is complete and accurate.
To ensure that all relevant costs have been properly accrued and expensed to the Project.
To provide the Management Accountant with relevant data for funder financial reports and assist in producing any exception reports required by funders and/or auditors in a timely manner.
To review advance account reconciliations and other analysis for the Project, communicating and resolving issues in a timely and effective way.
To develop quarterly expenditure forecasts to ensure the Project is completed within budget.
To maintain a thorough understanding of all IWPR policies, procedures, and internal controls for the effective implementation of assigned Projects.
To communicate regularly with the IWPR KZ Country Director, the Management Accountant and project staff on financial issues.
To support and provide finance related training to/for staff as necessary.
To prepare monthly expenditure for each Project Management Review.
To ensure that all financial reports are provided to funders on a timely basis.
To maintain appropriate admin systems and procedures including setting up and maintaining office inventory.

Procurement

Managing the procurement process. This includes documentation, vendor identification and selection, tracking procurement orders, quality control, managing the procurement budget and ensuring ethical and sustainable practises.

Cashier

Processing financial transactions – this includes receiving payments, disbursing funds, and accurately recording all financial activities.
Managing petty cash.
Providing receipts for all transactions, ensuring transparency and accountability in financial dealings.

Security

First point of contact for all Kazakhstan office and staff security matters.
Working alongside ILS (IWPR’s Security Advisors) and the Regional Director Central Asia, prepare twice yearly risk assessments of social political conditions. This includes factors that could potentially impact the safety and security of the organisation and it’s employees.
Conducting security awareness training (2 or 3 times a year approximately) and consult with employees about security procedures, emergency protocols, and personal safety measures.
Coordinate with local authorities in the event of serious security incidents.
Working in partnership with IWPR’s IT provider, the Compliance Manager, and the HR team, ensure the security of sensitive data and information.
In the event of a crisis situation, working closely with the Regional Director Central Asia and ILS (IWPR’s Security Advisors), coordinate IWPR Kazakhstan’s response.

Office Management

Purchase office supplies and stationery whilst maintaining appropriate documentation.
Be responsible for the purchase and maintenance of office equipment with authorisation of Country Director and within budget. This includes repairs, servicing, and ensuring all equipment is functioning optimally.
Liaise with public utility enterprises to address any issues related to services like electricity, water, and other utilities.
Ensure the smooth provision of the office internet and telephone services and other communication channels. Co-ordinate with service providers and resolve, in consultation with IWPR’s IT provider, any connectivity issues.
Maintain the condition of the office and arrange for necessary repairs. This includes dealing with the landlord, addressing any concerns related to the office space, and ensuring the Health and Safety of the working environment.
Managing the transportation needs of the office, both for events and routine work. This involves arranging transportation, coordinating with drivers, and ensuring that the team’s transportation requirements are met efficiently.
Coordinate the work of the office driver, ensuring that transportation needs are well-coordinated and executed effectively. This includes managing schedules, routes, and addressing any transportation-related concerns.
Oversee relationships with vendors and suppliers, ensuring timely delivery of goods and services and negotiating favourable terms where applicable.
Provide support with event planning and coordination helping to ensure that the event runs smoothly
Maintain records and documentation.
Support staff well-being by addressing office related concerns and creating a comfortable and organised work environment.
Arranging travel and accommodation and preparing detailed travel sheets for staff members prior to their trips. This includes travel itineraries, accommodation arrangements, and any other necessary travel logistics
Maintain reception services including post and couriers.

People Administration

Create and process internal orders, ensuring that operational needs are met efficiently and that IWPR’s policies and procedures are complied with.
Prepare contracts for staff and external consultants adhering to local labour law and IWPR policies and procedures.
Keep and maintain an organised and confidential filing system for all staff and contractor documentation and records notifying management of any issues which may arise.
Update and maintain local the local HR database (e.g. new hires, separations, vacation and sick leaves).
Contribute to the planning and coordination of team building activities fostering a positive work environment and collaboration between colleagues.
Manage the process of opening debit cards for staff, ensuring timely access to financial resources and streamlining the administrative aspects of this process.
Compile and create labour reports for the team. This includes reports on brain drains, maternity leaves, sick leaves, vocational reports, and other relevant information.
Assist in the onboarding process for new employees providing them with the necessary information about company policies and procedures within the organisation.
Act as first point of contact for all staff queries and concerns, seeking advice and support from HQ HR where necessary.
In consultation with IWPR’s legal advisors, where necessary provide guidance to Management and HQ HR on Kazakhstan labour laws and how they impact people related matters.
Maintain confidentiality on all staff and consultant related matters.

The duties listed above are not exhaustive and may be varied from time to time as dictated by the changing needs of the organisation. The post holder will be expected to undertake other duties as appropriate and as requested by his/her manager.

PERSON SPECIFICATION

Experience

Minimum 4 years accounting experience with an approved Accountancy Qualification.
Experience of working in a finance function for an NGO with a background in United States/UK Government and/or European Union grants/contracts strongly preferred.
Experience of managing project budgets.

Knowledge/Skills

Knowledge of financial regulations in Kazakhstan relating to NGOs and foreign organisations.
Excellent financial report development skills.
Advanced knowledge of 1C accountant software, EXCEL and Microsoft Office.

Advanced understanding and experience with local authority requirements (local finance documentation, taxes, social charges).

Competencies

Finance and resource management.
Attention to detail.
Analysis, decision-making and problem solving.
Ability to manage own workload to tight deadlines.
Team working.

Behaviours

Act with integrity and in accordance with the Institute’s values and obligations.
Recognise and value the contribution of others.
Take responsibility for own decisions and actions.

Personal Qualities

Commitment to equal opportunities.
Ability to work effectively in a team with people from very diverse backgrounds and cultures and all social levels, in an open-minded and non-dogmatic way.

Special Circumstances

Willingness to work out of office hours when necessary.
Experience of expenditure reporting on grants and contracts.

Principals only. No calls please. Only those who have been considered for an interview will be contacted.

IWPR is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, veteran status or pregnancy and maternity. IWPR will never ask for payment for recruitment.

Interested candidates should complete a special application form at the following link: https://iwpr.bamboohr.com/careers/363