CAMBODIA – Administration, HR & Finance Manager

La Chaîne de l’Espoir (CDE) background:

La Chaîne de l’Espoir (CDE) is an international Non-Governmental Organization (NGO) founded in 1994 in France. Its mission is to strengthen health systems to give everyone, especially children, the same chances of survival and development.

We work in 33 countries across the Middle East, Africa, Europe, and Asia with a comprehensive approach, focusing on children, mothers, and disadvantaged communities:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery to address the most urgent needs of children and their mothers.
• Strengthening the medical and surgical workforce thanks to our international network of experts.
• Construction and equipment of hospital facilities tailored to local needs.

La Chaîne de l’Espoir in South East Asia:

CDE has been working in Southeast Asia since the late 1990s and is implementing the following programs:

• In Cambodia (Phnom Penh and Siem Reap) to train and support the medical, paramedical and technical teams through short volunteer missions.
• In Vietnam to provide free surgical treatment in various hospitals in Ho Chi Minh City and social care for the most vulnerable children from all provinces, including remote areas, through the “Children House” project.
• In Laos, to train and support medical, paramedical and technical teams through short-term volunteer missions.

CDE aims to adopt a more regional approach while considering each country’s specific needs and culture. As a result, CDE is establishing a regional office to oversee and coordinate its programs across Southeast Asia.

General objective of the position:

The overall objective of the Finance, Administrative, and HR Manager is to ensure sound financial, accounting, and budgetary management of the program, oversee human resources, maintain accurate administrative and legal records, and provide timely and accurate reporting to line management and HQ as required.

Responsibilities & Duties:

Administrative and Legal Management

• Ensure the opening and maintenance of the local bank account in compliance with local regulations.
• Liaise with relevant stakeholders (e.g., government bodies, partner institutions) to ensure legal compliance for CDE operations.
• Supervise administrative records, ensuring that the organization’s status and functioning align with local laws and regulations.
• Stay updated on NGO local laws and administrative regulations, reporting any developments to ensure adherence.
• Oversee legal requirements for CDE operations, including work permits, visa, tax obligations, social insurance, and the legal authorization for medical personnel to practice.
• Ensure the legal compliance of CDE’s office, including registration with the appropriate ministries and validation of projects.
• Prepare all contracts (e.g., leases, procurement) and ensure proper follow-up, with validation by the regional HOM and support from the HQ Legal Advisor.

Finance Management

• Manage the office’s accounting, including daily cash & bank books, monthly closures, cash inventories, and bank reconciliations, in compliance with CDE’s policies and donors’ regulations.
• Oversee project budgets management, financial proposals and reports, as well as fund requests and financial audits, in coordination with HQ and the regional HOM.
• Ensure proper record-keeping and archiving of all financial and accounting documents, ensuring compliance with CDE internal regulations, donors’ requirements, and local financial laws.
• Monitor cash flow, bank and cash payments and liaise with the bank.
• Ensure that an internal control system is in place, with proper purchasing validation processes.
• Manage and handle office and project-related purchases as needed.
• Facilitate the integration of new employees, ensuring they understand administrative, HR, and financial procedures.
• Ensure compliance with CDE’s Internal Regulations and local labor laws.
• Manage administrative tasks for national staff, including contracts, attendance, personnel files, and payroll operations, while ensuring proper archiving.
• Oversee the calculation and declaration of taxes, and supervise payments to relevant organizations for employees.
• Collaborate with legal bodies to ensure good working conditions and monitor employee representation.
• Participate in defining and applying HR policies (internal regulations, salary grid, etc) in coordination with the HQ HR Referent and the regional HOM.
• Contributes actively to the HR set-up of the mission in collaboration with the regional HOM
• Coordinate recruitment processes alongside the regional HOM, including job postings, shortlisting, interviews, and reference checks.
• Advise management on staff-related matters and provide guidance on employee rights and administrative procedures.
• Send internal and external reports to the regional HOM and HQ (including the Program Coordinator, Financial Controller, HR Manager, and Logistics Manager), ensuring compliance with internal validation deadlines.
• Liaise with stakeholders on financial, administrative, and legal matters under the supervision of the regional HOM.
• Participate in the regional regulatory monitoring and report findings to the regional HOM.
• Engage in the HR coordination forum with other international NGOs.
• Ensure the confidentiality of data and information.
• Report any security, ethical, or acceptance-related issues to the regional HOM.
• Provide verbal and written translations as necessary.
• Participate in team meetings and any other relevant internal and external meetings.
• Perform any additional duties as instructed by the regional HOM when applicable.

Human Resources Management

• Facilitate the integration of new employees, ensuring they understand administrative, HR, and financial procedures.
• Ensure compliance with CDE’s Internal Regulations and local labor laws.
• Manage administrative tasks for national staff, including contracts, attendance, personnel files, and payroll operations, while ensuring proper archiving.
• Oversee the calculation and declaration of taxes, and supervise payments to relevant organizations for employees.
• Collaborate with legal bodies to ensure good working conditions and monitor employee representation.
• Participate in defining and applying HR policies (internal regulations, salary grid, etc) in coordination with the HQ HR Referent and the regional HOM.
• Contributes actively to the HR set-up of the mission in collaboration with the regional HOM
• Coordinate recruitment processes alongside the regional HOM, including job postings, shortlisting, interviews, and reference checks.
• Advise management on staff-related matters and provide guidance on employee rights and administrative procedures.

Information and Communication

• Send internal and external reports to the regional HOM and HQ (including the Program Coordinator, Financial Controller, HR Manager, and Logistics Manager), ensuring compliance with internal validation deadlines.
• Liaise with stakeholders on financial, administrative, and legal matters under the supervision of the regional HOM.
• Participate in the regional regulatory monitoring and report findings to the regional HOM.
• Engage in the HR coordination forum with other international NGOs.

Other

• Ensure the confidentiality of data and information.
• Report any security, ethical, or acceptance-related issues to the regional HOM.
• Provide verbal and written translations as necessary.
• Participate in team meetings and any other relevant internal and external meetings.

Perform any additional duties as instructed by the regional HOM when applicable.

Training and experience

• Degree in Finance, Accounting or Business administration

Working experience:

• 3 to 5 years of experience in a similar position, including a minimum of 2 years with an international NGO in administrative and financial management.
• Experience in HR management.
• Experience with INGO registration.
• Knowledge of Cambodian labor and tax law

Languages:

• Fluent in English and Khmer
• Knowledge of French, Vietnamese and/or Lao is a plus.

Skills and Abilities:

• Attention to detail and precision.
• Ability to work autonomously.
• Strong teamwork, communication, and listening skills.
• Perseverance and determination.
• Initiative and problem-solving abilities.
• Strong computer skills, with a good proficiency in Excel
• Ability to handle stressful situations.
• Commitment to humanitarian principles and adherence to the code of ethics of La Chaîne de l’Espoir.

Conditions:

• National position for 12 months.
• Full time position, based in Phnom Penh (Kingdom of Cambodia).
• Salary: based on profile and experience.
• The recruited individual may start with a consultant contract while the necessary legal documents are finalized in Cambodia.