ThaiNGO

POSITION DESCRIPTION

Finance Officer

Position Objective

To provide financial and administrative support to the Sustainable HIV Financing in Transition (SHIFT) program, including effective financial recording and data entry and support with logistical arrangements for meetings, events, and travel.

Location and Reporting Structure

This position is based in Bangkok, Thailand. It reports directly to the Finance Manager in Bangkok. No subordinates report directly to this position. This position manages external contractors from time to time.

Organisational Context

In Australia, AFAO leads the national effort to end HIV on behalf of its member organisations who represent AIDS Councils and HIV community based organizations. Internationally, AFAO has implemented a range of community and capacity development initiatives across Asia and the Pacific and contributes advice on global HIV strategic issues. Internationally, AFAO aims to strengthen advocacy capacity among HIV community based organisations, develop community leadership and assist in the development of strong and effective community based organisations.

AFAO has secured funding for a new regional program – Sustainable HIV Financing in Transition (SHIFT) – through the Global Fund to Fight AIDS, Tuberculosis and Malaria. The program will operate in four transition countries in Asia, namely Indonesia, Malaysia, the Philippines and Thailand during 2017 and 2018. AFAO is the Principal Recipient for the program and will work with two regional Sub-Recipients, the Asia Pacific Council of AIDS Service Organisations (APCASO) and the Asia Pacific Coalition on Male Sexual Health (APCOM), and country Sub-Recipients in each of the four program countries.  SHIFT’s aim is to ensure countries have sustainable, cost effective and strategically allocated funding for their HIV responses covering key populations and civil society. 

Principal Duties of the Finance Officer

• Support the Finance Manager in ensuring robust financial management of the SHIFT program.
• Accurately record financial transactions into AFAO’s accounting software and ensure appropriate supporting documentation is maintained.
• Conduct initial screens and checks on SHIFT program Sub-Recipient financial reports.
• Liaise with SHIFT program Sub-Recipient Finance Officers around operational and procedural matters.
• Lead on logistical arrangements for SHIFT program events and forums, including venue liaison and coordination of per diems, travel and other arrangements.
• Identify and work with the Finance Manager to select contractors and suppliers for the SHIFT program in accordance with AFAO procurement guidelines.
• Liaise with contractors and service providers around the delivery of services or products to support SHIFT program implementation.
• Undertake Accounts Receivable functions including banking, invoicing and relevant data entry.
• Undertake Accounts Payable functions, including the processing of creditor payments and relevant data entry.
• Prepare and maintain accounting files, reports and summaries, including but not limited to banking reports and statements.
• Manage the petty cash system for AFAO’s International Program office in Bangkok.
• Liaise with the Manager, Business Operations, and Business Support Officer in AFAO’s Sydney office around day to day data entry or record keeping requirements and queries.
• Support the monitoring of SHIFT program Sub-Recipients’ financial management in collaboration with the Finance Manager.
• Understand, implement, participate and promote AFAO’s business processes.
• Perform other appropriate duties and responsibilities as assigned by the Finance Manager.

Challenges and Problem Solving

Challenges faced by the position that the position-holder will be expected to be able manage include:

• Maintaining good working relationships with SHIFT program Sub-Recipients on day-to-day finance and budget matters.
• Accurate data entry and recording of financial information.
• Ensuring timely logistical support for SHIFT program activities and events.
• Managing priorities and deadlines.

Key Performance Indicators & Performance Review

The Finance Officer will participate in an annual work planning and performance appraisal process for this position with the Finance Manager. Key Performance Indicators for the role will include:

• Ensuring detailed and thorough financial recording and data entry.
• Provision of logistical support to SHIFT program events and forums.
• Completion of duties in an efficient and effective manner.
• Important deadlines are met.

Skills and Experience

• Demonstrated experience in the provision of financial and administrative support in a non-government organisation or business setting.
• Demonstrated experience in detailed financial record keeping and data entry.
• Experience in supporting the organisation of events, including venues, catering and travel.
• Experience in liaising with contractors ensuring timely delivery of procured services or products.
• Demonstrated experience working in accounting software and Microsoft Office
• Strong time management and prioritisation skills
• Strong written and verbal communication skills in Thai and English

The position is part time (2.5 days per week) and offered until 31 December 2018, with opportunity for extension subject to funding.

Interested in this position?

Please send a cover letter and your CV including two referees to Paul Janssen, Acting International Program Manager (janssen@xs4all.nl) by 12 February 2017, midnight Bangkok time.