Save the Children International is looking for a Finance and Admin Officer
JOB TITLE: Finance and Admin Officer
TEAM/PROGRAMME: Thailand Programme LOCATION: Phang Nga Office
CHILD SAFEGUARDING: Level 1 – No CRB
ROLE PURPOSE: The Finance and Admin Officer is responsible for the day-to-day work on Finance management, Logistic and Admin management in the field office including but not limit to completing monthly close out for accounting, Logistic and administration, all process of procurement and supply chain. The position will proceed and ensure that Finance and Logistic practice and performed in the field is compliance with SCI policies and procedures and donor regulations.
SCOPE OF ROLE:
Reports to: Field Coordinator (in coordination with Finance Manager)
Staff reporting to this post: None
Budget Responsibilities: None
Role Dimensions: -
KEY AREAS OF ACCOUNTABILITY :
Administration
- Arrange and provide administrative support on travel including flight booking, transportation arrangement, accommodation, event venue booking, etc…to staff based in Phang Nga office and visitors (Bangkok office, other field office, regional team members, SC country office staff and HQ staff).
- Ensures that all team members follow the SCI policies and regulations
- Ensure a professional image of Save the Children is portrayed as the first point of contact for all visitors to the office and all callers by providing an efficient, effective and courteous reception to welcome guests and visitors to the regional office
- Day to day of administrative work area such as ensures the appropriate use and office equipment and security of assets
- Other duties assigned by the Phang Nga Field Coordinator and when required
Logistic
- Assist the Phang Nga field Coordinator and the team to ensure the timely, efficient and effective delivery on Logistic and administration support.
- To facilitate filing of purchase requests, purchase orders, bid analysis, other procurement related documents (both hard copies and e-copies) to comply with documentation requirements according to procurement and supply chain policy and procedure and the relate to the purpose of donor reporting and compliance
- Responsible for communicating with suppliers in order to get quotes, specifications and quality information. Ensure that due consideration is given to delivery scheduling and conditions including , lead time to delivery, guarantees, packing, transportation, quality, penalties and returns policies when required.
- Obtain written quotes from suppliers and service providers as necessary
- Ensures proper documentation of all logistic processes are follow by SCI standard
- Maintain a files or record of suppliers are up to date.
- Prepares and maintains procurement & Logs trackers weekly to combine with Country office tracker.
Cash management:
- Review requisition/cash vouchers (against budget, coding, authority, policy, supporting docs, accuracy)
- Handle designated payments through cash payment vouchers with due approval of the authorized signatories
- Maintain cash sufficiency for daily activities but within the cash balance policy
- Monitor the level of cash within the given limits
- Tally cash in hand with the cash book balance at the end of each day and report deficiencies or surplus to the line manager
- Carry out cash count together with Field Coordinator
- Complete full process of cash management for sub-office according to SCI policy
Bank Management
- Review payment vouchers and ensure that adequate evidence (supporting documents) are attached
- Prepare cheques and related vouchers for authorised signature
- Update bank payment tracking and monitor bank balance of SCI Field Office to ensure that SCI Field Office has adequate funds from SCI Country Officer
- Liaise with banks and provide support in all matters related to SCI Field Office
- Prepare monthly bank reconciliation
- Complete full process of bank management for sub-office according to SCI policy
General Accounting:
- Maintain accurate recording transactions into Agresso system
- Update bank books and cash book daily
- Making staff and programme advances and subsequently follow-up for adjustment and giving reminder
- Manage Month-end at field office level
- Prepare the monthly withholding tax forms (PNG. 1, 3, 53 and 54) and submit to Finance Country Office for report to the revenue department to meet the monthly deadlines.
Other:
- Support Field Coordinator in case of safety and security management
- Support country office in some HR/Admin support cases related to the field.
- Responsible for any other duties deemed necessary by the line manager
- Further responsibilities, tasks and competences will be adjusted on based on organisational developments.
SKILLS AND BEHAVIOURS (SCI Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
- Thai National
- At least 3 - 5 years experienced in a finance assistant post
- Experience of working with international NGOs
- The ability to speak, read and write in Thai and English as working languages
- Proficiency in computer use with various software packages
- Excellent communication skills
EXPERIENCE AND SKILLS
- Experience in a finance and accountant assistant post
- Familiarity with accounting package
- Experience of bank payment, cash payment
- Experience in preparing for withholding tax forms (PNG.1, 3, 53 and 54)
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Additional job responsibilities
- Carry out other tasks as requested by Field Coordinator and Finance Manager
- Work closely with partners related to finance.
Save the Children offers competitive remuneration package.
Deadline for submission of application is on 5 October 2016
To apply, please send your application and CV to HR Team at email address: hr.thailand@savethechildren.org
Please indicate in the subject as “Apply for – Finance and Admin Officer_(Name of candidate)”
Only shortlisted candidates will be notified.
“We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.”
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