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Job Responsibilities & Duties
Budgeting and financial monitoring
- Support development and updating of the detailed project budget, activity costing and relevant budget codes.
- Prepare monthly budget-versus-actual reports, expenditure analysis, commitments and forecasts for review by the Project Coordinator and Finance Manager.
- Track spending by outcome/activity and flag potential under-spending, over-spending or coding issues early.
- Support preparation of financial data for annual work plans, donor reports, management reviews and budget revisions.
- Maintain clear financial files and reconciliations for project transactions.
Payment, accounting and documentation
- Process project payments, advances, settlements, reimbursements and supporting documentation in line with SOS procedures and approval limits.
- Ensure invoices, receipts, attendance records, travel documents, procurement records and other supporting evidence are complete and accurate before payment.
- Coordinate timely liquidation of staff/activity advances and follow up on outstanding items.
- Ensure project transactions are recorded under correct accounts, donor/project codes and activity codes.
- Maintain audit-ready electronic and hard-copy records.
Compliance, audit and risk control
- Ensure compliance with SOS Cambodia financial, procurement, anti-fraud, anti-corruption, safeguarding and administrative policies.
- Support project audits, spot checks, donor reviews and internal control assessments.
- Identify financial or administrative control weaknesses and report them promptly to the Finance Manager and Project Coordinator.
- Maintain confidentiality and prevent conflicts of interest, fraud, misuse of funds, and inappropriate payments.
Coordination and filing
- Maintain and organize project financial records and supporting documents, including payment requests, invoices, receipts, advance settlements, financial approvals, consultant payment documents, and budget files.
- Ensure all financial documents are properly filed, complete, and readily available for reporting, monitoring, and audit purposes.
- Coordinate with project officer staff to ensure timely submission of financial documents and supporting evidence
- Assist in preparing financial reports, budget tracking updates, and expenditure reconciliation.
- Support audit preparation by maintaining accurate and up-to-date financial documentation.
- Perform other finance-related administrative duties as assigned within the scope of the position.
Safeguarding and ethical conduct
- Ensure financial and logistical arrangements do not create safeguarding risks for children, young people or care leavers.
- Apply confidentiality and data protection when handling participant lists, bank details, identification documents or sensitive records.
- Immediately report any safeguarding, fraud, corruption, harassment or misconduct concern through approved SOS channels.
Key Working Relationships
- Internal
- Finance Manager and Finance team.
- Project Coordinator and project staff.
- Procurement/Admin, HR&OD and Safeguarding teams.
- Provincial Project Managers and finance/admin focal points.
- External
- Vendors, hotels, transport providers and service providers.
- Consultants and training providers.
- Donor/funding partner finance contacts when authorized.
- Government counterparts in relation to approved event/logistics arrangements.
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