Terms of Reference (ToR)

Position: Finance Officer (Grant Management)
Location: Vientiane, Lao PDR
Contract Duration: 1 year (renewable based on performance and funding)
Reporting To: Finance Coordinator and Operational Director

1. Background

Community Health & Inclusion Association (CHIAs) is implementing various development projects funded by international donors. The Finance Officer will support the effective management of project grants, ensuring compliance with donor policies, organizational financial procedures, and national finance regulations, while maintaining transparency and accountability.

2. Objectives of the Position

The Finance Officer will oversee the financial management of grants and projects by ensuring proper accounting, reporting, and compliance. The role also includes facilitating grant administration, supporting audit preparations and responses, and ensuring the optimal use of financial resources to achieve project goals.

3. Key Responsibilities

Financial Management & Accountability

• Prepare, implement, and monitor project/grant budgets according to donor and organizational policies.

• Maintain accurate, complete, and up-to-date financial records, including ledgers, cashbooks, and supporting documentation.

• Process payments, reimbursements, and procurement requests in a timely and compliant manner.

• Ensure all financial transactions align with organizational policies and donor guidelines.

Financial Reporting & Compliance

• Prepare monthly, quarterly, and annual financial reports, including expense statements, fund reconciliation, and summaries.

• Support internal and external audits by providing comprehensive documentation, explanations, and supporting evidence.

• Monitor project expenditures, prepare financial forecasts, and update budgets for effective activity and resource planning.

• Ensure timely submission of accurate financial reports to donors and relevant authorities.

Grant & Contract Monitoring & Administration

• Track grant financial progress, including fund utilization against approved budgets, expenses, and deadlines.

• Ensure proper documentation, record-keeping, and filing for all grant-related transactions, amendments, and contractual obligations.

• Review financial data for accuracy and completeness before submission or reporting.

• Assist in managing and documenting grant activities such as progress reports, amendments, and compliance checks.

• Facilitate the grant approval process, including organizing documentation for review and approval by relevant authorities.

• Support the development and ongoing management of grant budgets, including forecasts and expense controls.

Audit Preparation & Response

• Lead the preparation of documentation required for external audits, ensuring completeness and compliance with donor and organizational requirements.

• Coordinate with auditors and provide requested documentation, explanations, and clarifications during audit processes.

• Address audit findings or recommendations by implementing corrective actions and updating financial procedures.

• Follow up on audit recommendations to ensure timely resolution and continuous improvement of financial management practices.

Capacity Building & Coordination

• Provide guidance, training, and technical support on financial procedures, grant compliance, and audit readiness to project staff and partners.

• Collaborate with program teams to ensure fund allocations and expenditures are aligned with project activities and grant agreements.

• Support procurement, asset management, and overall financial compliance activities related to grants and projects.

4. Qualifications & Competencies

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field.

• Minimum of 3 years’ experience in financial management, grant management, or accounting, preferably within NGOs or CSOs managing donor-funded projects.

• Strong knowledge of financial regulations, donor policies, and international standards on financial management and audit.

• Experience with financial management software and MS Office Suite, especially Excel.

• Excellent organizational, analytical, and reporting skills.

• High ethical standards, strong attention to detail, and accountability.

• Ability to work independently, handle pressure, and collaborate effectively within a team.

5. Terms of Engagement

• The Finance Officer will work full-time in Vientiane.

• The initial contract is for one year, with potential renewal based on performance and funding availability.

• The role necessitates strict adherence to confidentiality, organizational policies, and donor regulations.

Application Procedure

Interested candidates should submit their resume (CV) to: bounthand.chias@gmail.com
For more information, please contact: 020 5828 8868