ThaiNGO

Contact : Nujarinp@arcrelief.org

POSITION TITLE: Finance Officer (Mae Sot)           

HQ DEPARTMENT or COUNTRY PROGRAM: Thailand         

RESPONSIBLE TO: Field Coordinator          

STATUS (Full time, Part time, Temporary):  full-time       

SUPERVISORY CAPACITY: none 

DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION (Briefly describe your department’s/ country program’s core functions or mission)

ARC maintains and strengthens a healthy and safe environment for refugee women, children, and families.  Services provided includes: access to comprehensive, quality primary health care and to gender based violence (GBV) prevention/response services, training, and refugee/community capacity building and integration.  The project focuses on: health and nutritional needs for pregnant women and children under 5; increasing community awareness, treatment and prevention of disease; strengthening GBV prevention; and income generation capacity to meet community and individual needs.  

PRIMARY PURPOSE OF THE POSITION (A brief description of the overall purpose of the job; the rationale for why the job exists and how it contributes to ARC’s mission and strategic plan.)

To support the programs in achievement of the mission and work plans for ARC services. 

MAJOR AREAS OF ACCOUNTABILITY (List the primary duties and responsibilities of the position as simply, yet completely as possible.  Include the average percentage of time spent on the duty/responsibility.  Generally there are no more than ten (10) major responsibilities.)

PRIMARY DUTIES/RESPONSIBILITIES                                                                                                    % OF TIME

Financial Functions

1. Provide and clear staff advances in accordance with ARC policies and procedures.
2. Attach a detailed advance report at the end of month to the monthly financial report transmitted to Finance Coordinator-Bangkok.
3. Be responsible for petty cash in compliance with ARC petty cash controls.
4. Manage cash flow for daily operations and emergency purposes.
5. Make payments (cash/check) for all supplies/transportation costs.
6. Withdraw money as proxy of the Field Coordinator as requested.
7. Prepare a complete set of documentation for check payments—e.g., purchase order, invoice/delivery order, payee name, and terms of payment— for signature by the Field Coordinator.
8. Verify that the amounts on receipts expensed match the amounts in current account records and in current account statements received from banks.
9. Maintain files of current account bank statements from Kasikorn Bank in Mae Sot; transmit original statements to Finance Coordinator-Bangkok.
10. Prepare documentation for a monthly field finance report: cash count, bank reconciliation, advances; spreadsheet of expenses by account code, cash received, and cash balance; summary calculation of expenses by account code; program employee costs summary; extraordinary expenses summary; expense and cash projection for next month; documentation for any adjustments; related documentation--for review by the Field Coordinator; prepare copy (Bangkok office finance staff) of the final report for the Field Coordinator and file; transmit complete final report to the Finance Coordinator-Bangkok.
11. Prepare written explanations and documentation for all requests for clarification or correction regarding financial reports from ARC-Bangkok staff.
12. Maintain complete finance records (computer and paper).
13. Notify the Field Coordinator of any problems, concerns, feedback, or conflict of interest regarding financial matters.
14. Assure the security of finance, payroll, and accounting records.
15. Substitute for the Field Coordinator in performing financial management functions during periods of extended absence and home leaves.
16. Provide support to the Field Coordinator and the Finance Coordinator-Bangkok on matters relating to improvement of financial systems and procedures.
17. Assist the Field Coordinator in preparation of expense or budget projections as requested. 40%

Payroll

18. Distribute pay and obtain field staff signatures on payroll slips; compile and transmit payroll slips to Finance Coordinator-Bangkok.
19. Collect and maintain documentation on payroll voucher and in file for each new refugee staff: identification of refugee staff (including photo and name); signature on sexual misconduct form (for prevention of sexual abuse and exploitation); policies acknowledgement, CCSDPT code of conduct acknowledgement.
20. Maintain payroll records (computer and paper).
21. Maintain confidentiality of payroll documentation.
22. Prepare regular monthly refugee worker pay vouchers.
23. Coordinate the payment of refugee workers. 10%

Accounting Functions

24. Assure the accuracy of the monthly field finance report.
25. Prepare bank reconciliation; ensure that all banking records are correct and up to date.
26. Review receipts, purchase orders, purchase requisitions, and other documents to ensure accuracy of each transaction and the calculations.
27. Maintain accounting records (computer and paper).
28. Prepare report of vehicle operation and maintenance expenses.
29. Prepare other reports as necessary, such as data needed for MOI reports.
30. Act at all times in accordance with Thai law and standard professional accounting practices.
31. Maintain transparency and accountability in all ARC field financial operations accounts and transactions. 40%

Administrative Functions

32. Coordinate activities with the field assistant, admin/logistics assistant, and other staff

• Arrange for coverage of functions during absence. 5%

Miscellaneous:

33. Adhere to procurement, finance, and inventory policies and procedures.
34. Adhere to established safety/security policies and procedures.
35. Adhere to prevention of sexual abuse and exploitation code of conduct, sexual misconduct policy, and consensual relationships policy.
36. Other tasks as assigned by other staff, or by the field coordinator. 5%

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED (List the important technical and professional skills and knowledge required to do the job well.  Include years of experience required.)

1. Thai national
2. Bachelor degree in accounting, with some finance background
3. At least two years work experience
4. Good skills in managing and controlling petty cash, advances, etc.
5. Good command of spoken and written English; good communication skills
6. Computer literate in Microsoft Word, Excel, and Access
7. Ability to follow systems and procedures

KEY BEHAVIORS & ABILITIES (List the key behaviors and abilities that relate to success on the job that are critical to achieving the position’s mission and goals.)

1. Ability to communicate with other staff and agencies: English and Thai.
2. Ability to work in low-technology office setting.
3. Ability to work in a team: coordination and communication skills.
4. Ability to work and live in uncomfortable conditions.
5. Ability to work in ambiguous program conditions.
6. Ability to solve problems and work independently.