Background of the project

Main Purpose

Execute administrative tasks and do follow-up of project accountancy, according to administration manager’s indications and DWBT procedures, in order to ensure legal compliance and keep strict control over monetary resources.

Main responsibilities

• Execute administrative and legal related tasks, under supervision of the Finance HR Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security, Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending DWBT ’s interests.
• Assist the administration manager in the provision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Classify and prepare all accounting pieces as requested by the Finance HR Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Finance HR Manager and/or the Accounting Manager (ACMA).
• Support the Finance HR Manager in translating documents into local language.
• Assists the Finance HR Manager in meetings upon request and any other tasks as required.
• Ensure that cleaners are performing their duties properly.

DWBT Section/Context Specific Accountabilities

• The FIN/HR Assistant will be responsible to perform Project HR matters, under supervision of FIN/HR Manager.
• FIN/HR Assist will replace other counterparts in the department when needed, during holidays or cover for FIN/HR Manager.
• Process cash payment in field office to staff, visitors, suppliers, and partners and keep strict on all documentation involved, informing the FIN/HR manager of any sort of disparity.
• Controlling and monitoring cash payments from the cash box and coding and recording cash transactions in the daily cash book or accounting system.
• Performing daily cash counts and investigating any discrepancies.
• Following-up on cash advances and ensuring they are duly settled.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Checking the validity of invoices, approval signatories, and correctness of account codes
• Performing monthly reconciliations before closing the monthly accounts.
• Prepare cash request for sub-office and per forecasted payments on a monthly basis.
• Preparing Finance monthly reports.
• Coordinate with medical liaison/partner organizations in collecting and reconciling the medical referral bills and prepare reimbursement payments.
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of expat houses (furniture, cleaning, food)
• Follow up all expiring rental contract dates and inform the FIN/HR Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Tracking visas extension in coordination with Deputy HRCO/PAM.
• Organize and coordinate plane tickets, accommodations and associated required processes for the arrival and departure of local and international staff in thailand.
• Collect information with external partners to stay informed of on any changes related to incentive staff polices, MOUs, and procedures related to movements, entry/work regulations according to Thai laws.
• Ensure that cooks and cleaners are performing their duties properly.
• Make all administrative information available to the staff in sub-office (posting, meetings, etc.)
• Being responsible for the filing of administrative documents according to DWBT’s standards and for any internal audit/control.

Requirements

Education

Desirable finance, business or administration related diploma.

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in DWBT or other NGOs.

Languages                      

Mission language (English) and local language (Thai) essential, ethnic language (Karenni, Shan, or Karen) desirable

Knowledge

Essential computer literacy (word, excel, internet)

Competencies

• Results
• Teamwork
• Flexibility
• Commitment
• Stress Management

HR & Benefits:

• Salary: 31,838 Baht gross per month and 13th Month Salary
• Housing allowance (as per HR policy for relocated staff)
• One year fixed term contract renewable
• Health benefit package as per HR polices
• Desired starting date: immediately

How to Apply:

Please send your CV and cover letter (in a single PDF file only), stating your motivation and what can you contribute to the position, with the subject Ref: “FIN/HR ASSISTANT (MSR)” to maehongson-finhr@dwbthailand.com on or before 16^th Feb 2022 at 5:00 PM. Only short-list candidates will be contacted and invited for an interview/exam.