Title:   Finance Manager : Help Without Frontiers Thailand Foundation
Location:   Thailand, Mae Sot
Reports to     Office Manager and Director

RESPONSIBILITIES

SUMMARY STATEMENT OF RESPONSIBILITIES   

The Finance Controller has overall policy and management responsibility for the finance and accounting functions for Thailand program including both the Help Without Frontiers Thailand Foundation (HWF) and Help Without Frontiers Italy (HoGI) Office Mae Sot, The responsibilities include general controllership, staff training, management, treasury and budget functions.

SPECIFIC RESPONSIBILITIES:

1.   Controllership

Ensures that all policies and procedures are in compliance with Help Without Frontiers and funding source policies, procedures, and requirements.

As required establishes finance and supporting function policies, systems and procedures, and directs or performs their development, documentation, and implementation. 

Manages the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by Help without Frontiers Italy office Bozen and donors.

Identify requirements for and develop reporting formats to aid in the management of country operations and grant expenditures.

Provides country management and program staff with monthly actual-to-budget expenditure reports and analysis for all grants and unrestricted funds.

Ensure that on a monthly basis balance sheet reconciliations are completed on a timely basis and those final reconciliations and trial balances are reviewed with the Office Manager and Director. 

Closely monitors all financial activities, and keeps the Office Manager and Director advised of all situations which have the potential for a negative impact on internal controls or financial performance.

Directs the preparation of, and approves all donor financial reports in respect to accounting, legal and contractual requirements and ensures the review of such reports by the Country Director and the Regional Controller prior to submission.

Develops, schedules and performs or supervises the completion of country internal control audits, and initiates actions necessary to correct internal control weaknesses.

Facilitates and co-ordinates external, internal, donor or government audits

Oversees the protection of the country program assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures.

Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.

2.   Training & Staff Management

Develops and implements a training program for the country program international and national finance staff to ensure staff development and minimize HWF’s exposure when staff are absent or depart.

Maintains current job descriptions for all positions within the finance group.

Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with all country program finance staff.

Oversees training and technical support to country program, logistics and administrative staff for skills improvement in the areas of accounting, reporting and internal control.

3.   Treasury

Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates in the country program.

In compliance with HWF policy establishes country policies regarding cash holding limits, cash movements and foreign currency holdings.

Oversees the timely preparation, review and approval of all monthly bank account and cash reconciliation’s. 

Establishes country policies on advance payments, credit terms, and use of bank payment instruments.

Designs, implements, and monitors systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate HWF to future spending.

Supervises the preparation of Cash Transfer Requests to HoGI and ensures that appropriate balances are maintained to facilitate grant implementation.

Ensures the development and implementation of a plan to minimize the country program’s foreign exchange exposure to currency gains and losses.

Supervises the collection of contractual and other receivables.

4.   Budget

Assists with the preparation and revision of the program and grant proposals and budgets.

Assists in the preparation and maintenance of the country’s Operating Budget; including preparation of budget guidelines to assist program managers in formulating budgets.

Prepares the annual and monthly cash budgets based on approved funding.

Presents and facilitates the review of actual to budget expenditures with the program Directors and Coordinators.

5. Accounting

Reviews and ensures the accuracy of the monthly, quarterly finance report in Thailand country office.

Reviews and ensures bank reconciliations; all banking records are correct and up to date.

Ensures receipts, purchase orders, purchase requisitions, hospital reimbursements and other documents to ensure accuracy of each transaction and the calculations.

Maintains accounting records (soft and hard copies).

Acts at all times in accordance with Thai law and standard professional accounting practices.

Maintains transparency and accountability in all Global Fund and ARC field financial operations accounts and transactions.

6. HR

Provide information, assistance and advise to staff in relation to objectives setting, performance appraisal until sign-on written document.

Provide and advise staffs on performance management process and form.

Follow up with line manager and staffs twice a year on the process during mid year (June/July) and year-end (Dec/Jan).

To maintain and administer Thailand Office Staff payroll, compensation and associate benefits:

Maintain staff data and execute payroll system which include salary, tax calculation, and other related benefits for Thailand Office staffs.

Prepare necessary letters and documents for foreigner staffs to apply for Non-B visa and work permit.

Provide Office Staff on contract, letter of reference, letter of visa application and others when required.

Other Functions

Ensures that HWF Procurement system is transparent, accountable and cost¬-effective¬.

Ensures that transport of responsible supplies, persons and equipment are safe, secure and as cost-effective as possible.

Ensures that all responsible supply bids are transparent, accountable and accurate and that no conflict of interest is present.

Ensures the requirement of proper, cost-effective and timely delivery. Ensures and obtains proper delivery confirmation certificates of goods received at field for all field deliveries. Maintains proper files.

Performs any other tasks or duties as assigned by the Office Manager and Director

QUALIFICATIONS

Education: A Bachelors degree in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA, or a Masters degree in Accounting.

Experience: Minimum Four years experience of managerial experience in the financial area of a non-profit organization or five years of managerial experience in finance in an international commercial organization.

Requires extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.

Skills and Abilities: Good written and verbal skills in the English language.

Must be comfortable in being a proactive member of the top-management team. 

Must seek to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.

Must be able to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements

Ability to carry out responsibilities independently with minimal technical support from within the program organization.

Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.

Good at role of facilitator and team player in solving problems. Committed to staff training and development.

Interested candidates are requested to submit a cover letter with a CV + and salary expectations to maesot@helpwithoutfrontiers.org   with the caption subject:  Finance Manager

Help Without Frontiers is an equal opportunity employer and the successful candidate will be selected based on merit.

The successful applicant will be expected to comply with Help Without Frontiers’s Child Protection Policy.

Applications must be submitted before within 30 August 2014. Only short-listed candidates will be contacted for interview.