ThaiNGO

JOB TITLE: Head of Finance and Office

REPORTING TO: Director, AI Thailand

JOB PURPOSE: To lead the organizational (finance, human resources, facilities, legal, IT and administration) Services in supporting the effective operation of Amnesty International Thailand

DEPARTMENT PURPOSE: To provide comprehensive organizational support services to staff of AI Thailand which enables the efficient operation of the office’s human rights work Programme. This year Amnesty International Thailand have received an investment from our IS to establish a fundraising programme with the purpose of being self-sufficient by 2021.

WORKING RELATIONSHIPS: Reporting to: Director of AI Thailand Posts that this job manages: Finance and Office Assistant Other key relationships: Head of Fundraising, Head of Campaign Coordinator, Administrative Officer, International Secretariat (IS) Finance team, external professional advisers and office support service providers. LOCATION: Bangkok Thailand.

MAIN RESPONSIBILITIES:

Finance

• Ensure the financial control of the AI Thailand Office’s activities through ensuring implementation of strong finance policies, systems, processes, and review of monthly balance sheet reconciliations;

• Ensure the management reporting requirements of the office are met, including accurate and timely monthly management accounts forecasts and budgets;

• Ensure the statutory and regulatory reporting requirements of the office are met, including preparation of the annual statutory accounts (if applicable) in a timely manner, management of the audit process, compliance with tax regulations and compliance with any other local financial reporting requirements;

• Support AI TH Director to ensure the resources of the office are allocated according to strategic priorities and do not exceed the allocated funds for the office, via the management of the budget setting process and delivery of agreed budgets;

• Ensure value for money is achieved by producing financial analysis to support the organization in determining resource allocation decisions including through adequate procurement practices; • Ensure the cash flow of the office is managed to ensure sufficient liquid reserves and minimal exchange rate risk, with support from the IS London Finance team;

• Manage the payroll of the office, via outsourced payroll providers where relevant, to ensure timely and accurate payments to staff.

• Ensure capability to report on restricted funding as required.

• Oversee the finance administrator undertaking book keeping and financial reporting. Facilities • Ensure maintenance of office infrastructure including facility management, power management, equipment maintenance and asset management;

• Ensure proper security of the premises and other assets of the organization through outsourced security arrangements and maintenance of current approved security plan;

• Implement administrative and operational policies and procedures including Amnesty International health and safety standards in order to ensure that the office is run efficiently and effectively and staff are working in a safe and secure environment. Fundraising

• Work with Head of Fundraising to manage merchant relationship with banks to ensure that payments received via fundraising channels are processed in a timely and correct manner.

• Regularly monitor merchant relationship with bank to ensure that bank fees, and other agreements are met.

• Work with Head of Fundraising to ensure that salary payments to internal F2F team are aligned with individual performance.

• Work with Head of Fundraising to monitor fundraising income performance against target.

• Work with Head of Fundraising to reconcile actual income received against reported income from external agencies.

• Report on fundraising budget (income & expenditure) against target

• Assist Head of Fundraising in the delivery of all invoice payments and salary payments to ensure the smooth running of the fundraising programme.

Legal

• Ensure compliance with all laws and regulations that pertain to the running of the AI operation, including legal registration and administration, employment and immigration law and including the filing of submissions to the relevant authorities, using appropriate professional advisers and liaising with IS Legal Counsel as required.

Human Resource Management

• Work with the International Secretariat to ensure the effective use of people management policies and procedures, as appropriate;

• Provide best practice HR advisory service in relation to core people management issues, such as absence and well-being, conduct and capability, performance management, organizational change and the full range of employment and employee relations matters;

• Lead on the provision of best practice professional support and advice to people management cases, escalating to or commissioning support from other ODHR colleagues as required; support the shift in responsibility of people management to the line, with expert coaching, support and guidance provided by the ODHR function.

• Develop, provide or commission training and coaching for managers and employees to improve their awareness of and effective application of people management policies and practices;

• Oversee and authorize the preparation and issue of appropriate contractual documentation in relation to terminations and variations of employment, including accurate and timely notification to relevant parties;

• Facilitate recruitment and induction of new staff and volunteers; lead on recruitment and induction of new staff and volunteers to the Finance function;

IT

• Ensure development, execution and maintenance of quality-controlled IT and Information Management with support from the IS IT team, in order to provide a complete and useful instrument to adequately support the operations of Amnesty.

Staff Management

• Manage the staff assigned or direct reports, ensuring compliance with all areas of Staff Terms and Conditions of Employment and related policies and procedures, including equal opportunities; recruitment; health and safety; training; supervision and performance assessment.

WHAT DOES SUCCESS LOOK LIKE IN THIS JOB?

• Strong financial controls and reporting mechanisms are in place and all local financial requirements are adhered to;

• Establishment of office effective operations across finance, human resources, IT, legal and facilities areas;

SKILLS AND EXPERIENCE:

• Qualified accountant – essential;

• Experience in the management and support of staff;

• Experience in setting up and managing organizational systems and processes in finance, administration, IT, legal and HR. Start-up experience preferred;

• Experience of preparing and monitoring budgets and an ability to identify budget problems and solve them; • Experience of the day- to-day management of an office, including excellent multi-tasking and time management skills;

• Extensive experience in providing human resources expertise and support to management and staff;

• Excellent communication skills, including experience in drafting and correspondence;

• Strong written and spoken English and Thai;

• Experience in establishing, organizing and maintaining comprehensive information systems;

• Experience of dealing with suppliers and external contacts, including the ability to pre-empt and troubleshoot issues, negotiate contracts and provide advice based upon some understanding of local contract law.

• Other relevant management qualifications – advantageous

Application Procedures: An application letter indicating how you meet the key requirements and state your current monthly salary / expected salary, along with an updated CV including three referees should be sent by 14 September 2016 to recuit@amnesty.or.th.

---We respect all applications but we will respond only to the shortlisted candidates.---