Finance & Admin Manager, Tajikistan

Job title: Country Director, Ukraine
Reporting to: Regional Director
Contract type: Fixed Term Contract

ABOUT IWPR

Founded in 1991 and operating currently in three dozen countries around the world, the Institute for War and Peace Reporting (IWPR) is an independent non-profit organisation that supports journalists and civil society to help drive change in countries experiencing conflict, crisis, and transition. Our work includes:

• Training and mentoring: IWPR trains and mentors journalists and rights activists to improve their ability to identify and present factual information.
• Providing platforms: IWPR helps local talent establish and strengthen media outlets and civic groups.
• Removing barriers: IWPR works with partners to remove barriers to free expression and citizen engagement
• Strengthening media and civil society: IWPR helps strengthen the ability of media and civil society to speak out.
• Empowering societies: IWPR helps societies find their own solutions.

IWPR’s reporting has exposed violations, led to political and legal reform, and improved people’s lives.

SUMMARY:

The Finance and Admin Manager will be responsible for IWPR Tajikistan Finance, Administration and HR for the effective accounting, control and reporting on all financial expenditure and admin related to IWPR’s Programmes in Tajikistan.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Finance:

• Responsible for the effective accounting,  control and reporting on all financial expenditure related to IWPR’s Programmes in Tajikistan;
• Monitor the financial performance of the Project to ensure that it is implemented according to budget and meeting targets for field, expenditure/cost recovery, alerting the IWPR Tajikistan Country Director and  and the Management Accountant in London, Washington to any issues affecting progress;
• Ensure all the local authority payments are paid on time (taxes, social charges, pension funds) and report accordingly to these departments;
• Manage advance/expense claim system, bank transfers, reconciling claims promptly at the end of each trip; Ensure the payment of utility and other regular bills;
• Prepare monthly Field Office Expense Reports (FOMER’s) for sign off by the Country Director, communicating and resolving issues effectively;
• Work with the Programme team and Country Director to ensure project cost information is complete and accurate;
• Ensure that all relevant costs have been properly accrued and expensed to the Project;
• 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;
• Review advance account reconciliations and other analysis for the Project, communicating and resolving issues in a timely and effective way;
• Develop quarterly expenditure forecasts to ensure the Project is completed within budget;
• Maintain a thorough understanding of all IWPR policies, procedures, and internal controls for the effective implementation of assigned projects;
• Communicate regularly with the IWPR TJK Country Director, the Management Accountant and project staff on financial issues;
• Support and provide finance related training to/for staff as necessary;
• Prepare monthly expenditure for each Project Management Review;
• Ensure that all financial reports are provided to funders on a timely basis.
• Purchase and maintenance the office equipment with authorisation of Country Director and within budget;
• Maintain appropriate admin systems and procedures including setting up and maintaining office inventory;
• Maintain staff records and notify management of any arising issues as a back up to managers.

Office Management (Admin & HR):

• Be responsible for the purchasing and maintenance of office equipment with authorisation of Country Director and within budget;
• Ensuring the organization is operating securely and effectively;
• Purchase office supplies and stationery, maintaining appropriate documentation;
• Maintain appropriate admin systems and procedures including setting up and maintaining office inventory; Maintain staff records and notify management of any arising issues as a back up to managers;
• Maintain reception services including post and couriers;
• Arrange travel and accommodation;
• Maintain employee records (soft and hard copies);
• Update HR databases (e.g. new hires, separations, vacation and sick leave);
• Prepare paperwork for HR policies and procedures;
• Provide orientation for new employees by sharing onboarding packages and explaining company policies;

EDUCATION and 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 Tajikistan 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)

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.