ThaiNGO

The International Federation of Red Cross and Red Crescent Societies (IFRC) seeks to appoint a:

Title:                Finance Assistant

Reports to:      Finance Manager

Organisation background:

The Country Cluster Support Team (CCST) covers four countries: Cambodia, Lao PDR, Thailand and Viet Nam. The Federation hosts teams in each of these countries except Lao PDR where the support is done remotely from Thailand office.  The CCST operates as one joint team to support each country’s National Society and partners.

The Support Services department covers four units: Human Resources, Finance, Administration and Information technologies (IT). All units cooperate closely in order to provide efficient support services based on IFRC quality standards, competitive cost and time criteria. All units deliver support services to various stakeholders at all levels in the Country Cluster Support Team such as all programme teams and Federation visitors in Thailand, Partner National Societies, National Societies and Country Cluster Offices.

The mission of the Finance unit is to provide cost effective day to day quality finance services that enhance the work efficiency of the Country Cluster Support Team, in accordance with IFRC standard procedures, policies and regulations. 

The Finance Assistant reports to the Finance Manager and follows the technical direction of the Regional Finance Unit Senior Finance Analyst.

Purpose:

The Finance Assistant assists the Finance Manager in performing all key general financial duties and provides finance support services to the Country cluster Support Team and to Partner National Societies.

He/She assists the Finance Manager in managing, processing and troubleshooting various accounts and transactions, in accordance with Federation standard procedures, policies and regulations. He / She contributes to the achievement of the Federation’s Strategy for Implementation 4 to “ensure a strong IFRC that is effective, credible and accountable” and the role demands strict adherence to the International Federation of Red Cross and Red Crescent Societies’ Code of Conduct. 

Job duties and responsibilities

Support to the Country Cluster Support Team (CCST)

• Process and verify all finance documents from CCST (Cambodia, Lao PDR, Thailand and Viet Nam)

 Account payable

• Fully responsible to monitor the account payable of CCST – Thailand
• Process and record all invoices in the correct period
• Follow up the account statement from suppliers, check the ageing balance every month end and report to the Finance Manager
• Process and record credit notes in the balance sheet
• Verify invoices against supplier’s contact before processing payments.

Manage and monitor bank transactions

• Verify and process all the request for payments (RFP) for bank payment according to the Federation policies; ie: ensure they are approved by the program manager, using correct coding, attached with valid supporting documents (purchase request, quotation, competitive bid analysis, purchase order, contract, goods received note) etc.
• Prepare bank transactions for all currency (THB/CHF) and process all relevant task related to banking
• Process payments by the due date and stamp “Paid” payments that are disbursed
• Create bank payment transactions via electronic transfer/cheques (Operator).
• Seek the approval from the Finance Manager and relevant authorising managers before processing payment in accordance with the Federation policy
• Monitor the bank balance and ensure funds are available to process payments

Accountancy and month end closing

• Perform daily entries (in-tray documents) into the accounting system (CODA) with complete, accurate and valid data that are ready for posting to books
• Perform month end closing tasks as per the given dateline
• Prepare and verify all reconciliation is done each month.
• Match supplier invoices with correct payment voucher into the accounting system (CODA)
• Run the revaluation of exchange rate for all accounts at month end and record each forex gain/loss (ALC) to the respective projects
• File all accounting documents in accordance with the Federation filing system and ensure the documents are sent to the regional finance unit (RFU) by the second week each month.

Working Advance (National Society, delegate & national staff)

• Verify working advances requests match Federation procedure
• Process working advance (WA) to National Society, delegates/local staff on time
• Reconcile the clearance of working advances according to Federation finance procedure (WA slip is signed when the money is given & returned, mission request form attached as evidence for request of WA for staff, reconciliation approved by budget holder and authorised persons, etc.)
• Identify any dormant working advance and follow up with National Society, delegate or staff concerned
• Advise the Finance Manager on the progress on any pending WA which requires his/her action.
• Maintain an efficient and up to date filling of working advance system to National Societies in accordance with Federation procedure.

 Partner National Society (PNS) support

• Process bilateral transactions, ensure all expenses are invoiced each month as per Federation price list and follow up with PNS on the outstanding balances
• Prepare draft PNS invoice

 Budget

• Assist the Finance Officer to review quarterly budget templates for Thailand, Vietnam and Cambodia
• Assist the Finance Officer to review and update PEAR forms for the 3 countries
• Prepare monthly movement of funds for all programme managers

Other tasks

• Additional duties as assigned by the Finance Manager, Support Services Coordinator or the Senior Finance Analyst.
• Provide assistance in case of long term vacancies, absence or illness to ensure finance services continuity
• Advise proactively the Finance Manager on systems and process improvement that will contribute to increase the efficiency and effectiveness of the accounting tasks

 Qualifications, experience and skills required:

• Diploma or Degree in Relevant Field (finance and accounting)
• Experience in accounting role and finance
• Experience in document preparation
• Prefer experience of working for the Red Cross/Red Crescent
• Prefer experience of working for a humanitarian aid organization in developing country
• Self-supporting in computers (Windows, spreadsheets, word processing)
• Able to work as a part of team
• Language: Thai – Native Speaker
• Fluently spoken and written English
• Thai citizenship or foreigners holding a valid work and residence permit to live and work in Thailand

Interested candidates should submit the application to anchalee.limpiponpaiboon@ifrc.org and include:

• Covering Letter in Microsoft WORD 

• Curriculum Vitae in Microsoft WORD with salary expectation

Application material are non-returnable, and we thank you in advance for understanding that only short-listed candidates will be contacted for the next step in the application process.

Closing date:   Open until filled

More information about IFRC, please see www.ifrc.org.