Finance Officer, Malaysia

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For 25 years, IJM has pioneered the work to protect vulnerable people from violence. As we grow to expand our impact to protect 500 million people from violence by 2030, we are seeking a competent Finance Officer to be responsible for all day-to-day accounting and finance activity for the office. The candidate will use his/her financial skills and experience to ensure stewardship and accountability among program office staff and IJM partners; participate in the financial planning; manage banking relationship and act as liaison officer with external parties and collaborate with Global Compliance and Global Finance to strengthen internal control as well as provide all day-to-day accounting and finance activity. The individual must share IJM’s values and be passionate about the mission and the vision of IJM.

This position is in based Kuala Lumpur, Malaysia and reports to the Country Director, Malaysia.

Responsibilities:

Leadership and Management

1. Encourage good stewardship and cost effectiveness among all staff at all times;

2. Participate in the financial planning for the Program Office and ensure proper accountability for approved budget, including departmental budgets; advise on implications of financial decisions; and

3. Provide continuous financial reviews, provide consultancy on office policy and maintain internal control systems to monitor performance, safeguard the financial assets of the organization and ensure IJM passes independent and governmental audits.

Networking & Partnership

1. Manage banking relationship and act as liaison officer with external parties on all finance matters; and

2. Collaborate with Global Compliance and Global Finance to strengthen internal controls.

Policies and Procedures

1. Maintain a thorough working knowledge of the IJM Program Office Finance Manual and other global policies;

2. Review and regularly update country-specific supplement to Program Office Finance Manual; and

3. Continuously update program office finance policies, procedures, and best practices (including internal controls) in keeping with changes in HQ or Malaysia government standards.

Communication

1. Maintain regular communication with and respond to inquiries from Global Finance, Global Compliance, and other IJM Finance Managers; and

2. Ensure effective communication and enforcement of finance policies and procedures to all Program Office staff by conducting trainings, issuing regular reminders/clarifications, etc.

Training and Development

1. Conduct training on finance policies and procedures for new staff as well as refresher trainings as needed.

Documentation, Reporting & Data Management

1. Review Finance forms and update QuickBooks with financial transactions on a timely basis;

2. Ensure accurate and timely submission of financial reports to HQ, the Malaysia government, and other funding agencies on a timely basis;

3. Maintain leases and contracts; manage security or other deposits; provide copies to HQ;

4. Review asset inventory and reconcile to Global asset inventory on an annual basis; and

5. Maintain and safeguard thorough, orderly finance files and records, ensuring they are ready for statutory external audit and other forms of audit by IJM and partners.

Grants Management

1. Support the development of cost proposals for restricted awards;

2. Ensure financial compliance of donor funds including the monitoring of subgrants;

3. Maintain close relationship with subgrantees and plan site visits as required by subgrant agreements;

4. Function as primary contact for in-country grant-related issues; and

5. Generate regular and ad hoc reports to support grants management in the office.

General Accounting & Statutory Compliance

1. Review all payment requests, expense reports, and cash advances for proper authorization, support and allocations, and process payments;

2. Reconcile accounts and close books on a monthly basis;

3. As required, organize annual audit with an external auditor and follow through on audit exceptions, if any;

4. Perform internal review procedures on a need basis, including conducting surprise cash count on petty cash or physical inventory on assets;

5. Participate in the investigation of fraud cases;

6. Maintain petty cash fund and log;

7. Calculate and administer employee salary and benefits payments, including deductions and withholding, in accordance with employment agreements; ensure timely, accurate payments and reporting to appropriate agencies; and

8. Prepare journal entries for other financial transactions.

General Tasks

1. Travel from time to time for meetings, trainings or conferences.

2. Participate in recruitment and supervision of Finance staff as needed.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities for the position. Duties, responsibilities and activities may change at any time with or without notice. All positions are required to perform any additional tasks assigned by the supervisor.

Requirements:

Education & Experience

1. Bachelor’s Degree required. Certified accountant status preferred; Bachelor or Master degree in relevant field i.e. finance/accounts OR degree/diploma from CPA/LCCI/ACCA will be considered as an alternative;
2. Minimum five years of accounting/financial management experience with the day-to-day financial operations of an organization;
3. Experience managing grants and other restricted awards, including overseeing sub-grantees;
4. Experience working with international organizations, preferably non-profits, particularly those based in the US or Europe; and
5. Experience creating budgets, keeping program expenditures in line with revenues and strategic focus, and setting and following financial policies and procedures.

Technical Competencies

1. Excellent written and spoken English and Bahasa Malaysia required;
2. Proficiency with Microsoft Office and accounting software such as QuickBooks; ERP experience is a plus; and
3. Effective communication that enhances productivity and facilitates positive workplace relationships.
4. Resilient and works well under stress with a sustained positive attitude;
5. Proven ability to lead cross-culturally to achieve significant outcomes and impact;
6. Strong leadership, management and coaching ability with high level of emotional intelligence; and
7. Ability to mitigate conflict or disagreement in a professional manner.

Critical Qualities:

1. Self-starter with strong initiative;
2. Disciplined with priorities;
3. Strong interpersonal skills and self-awareness;
4. Exceptional verbal and written communication;
5. Flexible, collaborative and eager to support others;
6. Effective team player who fosters collaborative environment; and
7. Adept at creative problem solving.

Application Process:

How to apply: Interested applicants, please send your Cover Letter and CV/Resume in English in one document to apac_recruiting@ijm.org not later than 1 September 2023.

Remarks: Only shortlisted candidate will be contacted.

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy and Code of Conduct. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasis to assessing the candidates value congruence and thorough background, police clearance and reference check processes.