Finance and Administration Coordinator

About TYEE

TYEE was first established in 2014 as a registered non-governmental organisation and a not for profit youth support service with the aim to help Tonga’s young school-leavers aged 18 to 35.
 
TYEE exists to serve its mission - to bridge the gap by building the capacity of our youth to embark on their journey, to make a life that they aspire to live through appropriate and relevant connections to work-readiness and life-skills training opportunities, employment opportunities, entrepreneurship & innovation and mentorship support.

About the role

The Finance & Administration Coordinator is responsible for the day-to-day financial management of the organisation through maintaining and monitoring the accounting system. The person will also ensure accurate expenses allocation and timely financial reporting. She/He will be responsible for the office administrative, and operations matters. The Finance & Administration Coordinator will be reporting to the Director and will be based in the Head Office in Mataika, Nuku’alofa.

Responsibilities and Duties:

Finance and Accounting

• Responsible for the organisation’s finance, accounting, operations, human resources, and procurement functions, in close coordination with the Director.
• Consolidate all the organization’s expenses on the online accounting system and develop monthly financial reports and submit them to the Executive Board, after revision and verification by the Director.
• Assist with preparing budgets and prepare monthly forecasts in coordination with the Director.
• Collect and examine office bills, and process and reconcile staff cash requests by examining all receipts and ensuring their accuracy
• Maintain and oversee the organisation’s banking systems including but not limited to accounts, statements, records, etc
• Prepare donor financial reports in line with donor reporting requirements and ensure timely submission in coordination with the Director.
• Maintain a strong financial archiving system in both hard and electronic forms
• Coordinate and assist the external auditors during their audit fieldwork
• Work closely with the organisation’s Legal Accountant

 
Operations and Administration

• Maintain office functionality by ensuring that all office equipment is in good condition and adequate quantities of office stationery and supplies are available
• Liaise with service providers regarding office issues (electricity, internet, server, etc.)
• Establish office inventory list and ensure it is updated regularly
• Coordinate logistics for in-country travel and international travel such as hotel lodging, air travel, venues, visa arrangements, etc., as well as logistics related to program activities and fundraising events

Human Resources

• Provide advice and training to staff to ensure that financial, procurement and HR procedures are understood and followed by all staff
• Issue job vacancies, schedule and conduct interviews, and prepare job offers and contracts, in close coordination with the Director
• Keep track of staff contracts and performance review records
• Manage and track time sheets, leaves, and attendance records in accordance with TYEE HR policy for all TYEE office’s staff
• Maintain proper and confidential archiving of HR personnel records for all TYEE office’s staff

Procurement

• Conduct all procurement procedures ensuring their compliance with TYEE’s and donor requirements
• Prepare service agreements and keep track of their relevant terms and completion
• Ensure all procurement are in line with the TYEE budget in office.

Carry out additional tasks and duties as directed by the Director.

Qualifications:

• Bachelor degree in the field of Finance, Business Administration, or any other related field with proven capacity and skills in financial management and accounting
• At least three years’ relevant experience in a finance/admin function
• QuickBooks (or other online accounting system) proficiency is required
• A good understanding of donor and governmental requirements
• Good written and spoken English.
• Ability to work independently with minimal supervision is essential
• Tonga legal citizen and have the right to work in Tonga.

How to apply

• Please send your updated CV and a cover letter in English, detailing how you meet the Job Description to projectpontifex@gmail.com, with “Finance and Administration Coordinator-TYEE Tonga” as the subject line.
• CV-only applications will not be considered, submitting a cover letter is required.