ThaiNGO

Position : Office Manager

Place of work  : Mae Sot, Thailand

BACKGROUND                                                        

Help without Frontiers (www.helpwithoutfrontiers.org) is an NGO that was established to provide aid, help and relief to Burmese refugees and migrants in Thailand and Burma.

Since 2002, Help without Frontiers has provided support along the Thai-Burma border to displaced people who find themselves in emergency situations from which they are unable to escape without assistance; most of them are children and youth, and we give them a chance for a better and brighter future.

At Help Without Frontiers we focus on five core areas; Education; Youth; Health; Community Development; Child Protection

VISION

To create a world where help can be provided to the most vulnerable and marginalised populations without discrimination, without exclusion and without borders. 

ROLE PURPOSE    

The Office Manager will be responsible for managing and overseeing the financial and accounting functions for HWFTH’s multiple programmes as well as for the provision of effective Human Resources (HR), Logistics, IT, Administration and Safety/Security. She or he will ensure that HWFTH financial policies and procedures are fully implemented and followed. All reports and requirements from donors are submitted on time. Human resources are monitored and maintained. Programme staff are supported.  

RESPONSIBILITIES:

Management and office team

• Supervise office staff and ensure that they provide the best service to the program staff.
• Support team members to enable them to give their best e.g. by encouraging and praising good performance, coaching, assisting staff to resolve performance problems, providing resources, tools and equipment.

Financial management and accounting

• Review and ensure the accuracy of monthly accounts and cash & bank reconciliations of the office and from partner organizations.
• To manage cash flow, ensuring that regular and accurate partners’ transfer requests are made.
• Liaise with audit staff (internal and external) ensuring that any recommendations and changes are fully implemented as required.
• Maintain payroll for relevant staff, including filing, reporting and tax calculations.
• Prepare financial reporting for donors.
• Prepare monthly management reports to analyze financial results, highlight variances, monitor budgets, and to assist with the interpretation of these reports.
• Work closely with Finance Manager on HWFTH’s annual plan, budget and year end process.
• Work with programme staff and partners, helping to set up accounting systems and procedures as required by donors.  To monitor this work, highlighting any shortfalls and agree on required management actions with relevant staff.

Human Resources (HR)

• Develop HWFTH’s HR strategy.
• Ensure that all staff have updates staff contract and benefits, job description and personnel files up-to-date at all times.
• Ensure that all HR policies and procedures are implemented and monitored ;   recruitment, payroll, database, training and staff development, visa and work permit management.
• Develop / revise HWFTH internal guidelines, forms and processes.
• Provide training and staff development.
• Conduct staff performance evaluations.
• Manage staff disciplinary actions and other sensitive staffing issues.
• Manage recruitment processes: job posting, initial screening, communicating with candidates during the selection process up to final selection, offer, acceptance and orientation.
• Develop effective systems for recording, tracking and filing of employee data i.e. holidays, sickness records, health benefit and other relevant documentations ensuring high levels of confidentiality.

Support programme staff

• Take part in project development, especially budgeting, logistics and support from the office team.
• Problem solve, effectively manage staff expectations; manage competing demands;
• Solve problems related to administration, procurement and logistics on a day to day basis
• Lead event management and manage all relevant details.

 Office facilities and IT infrastructure maintained

• Ensures a clean and professional office work environment; proper maintenance of all buildings.
• Ensures appropriate IT services, internet, and phone infrastructure is maintained and up to date
• Ensures effective and efficient office services are in place for staff and visitors.

Qualifications required

University degree in accounting, finance, management, HR management or relevant field;

At least 10 years experience in an Office Manager, Project Manager or Accounting Manager role, overseeing project finance and accounting of multi donor-funded programs;

Excellent computer software skills in MS Excel, Word, and accounting software;

Excellent communication skills, both oral and written, with fluency in English required;

Accountability and the ability to deliver on agreed tasks to a high standard;

Experience in providing support to colleagues working on thematic projects.

Qualified candidates should submit :

CV, names and contact information for 3 references (including email address and phone number), and cover letter with salary expectation (all documents in English) to
recruitment@helpwithoutfrontiers.org  , Subject : Office Manager by 30 July 2017. Only shortlisted applicants will be contacted.