Finance/Admin Manager, Kazakstan

Hours: Full time

About IWPR

The Institute for War and Peace Reporting (IWPR) is an independent, international non-governmental organisation with head offices in London and Washington DC. IWPR empowers local voices to drive change in countries in conflict, crisis and transition. Where hate speech and propaganda proliferate, and journalists and civic activists are under attack, IWPR promotes reliable information and public debate that makes a difference.

About the role

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

The main responsibilities and duties of this role will be:

Finance

• To monitor the financial performance of the project ensuring that it is implemented according to the budget and meeting targets for field, expenditure/cost recovery, alerting the IWPR Kazakhstan Country Director and the Management Accountant in London to any issues affecting progress;
• To ensure timely local authority payments (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 payments of  utilities and other regular bills;
• To prepare 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. inventory;
• To 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;
• Responsible for purchasing 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 orientations for new employees by sharing onboarding packages and explaining company policies.

To be successful in this role we anticipate that you would have:

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 work.

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.