I. Background on ACTED:

ACTED (Agency for Technical Cooperation and Development) is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to principles of non-discrimination and transparency.

ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future; thus contributing to the Millennium Development Goals (MDGs). The programs implemented by ACTED in 35 countries in Africa, Asia, the Middle East, Latin America and the Caribbean seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

II. Background of Program:

ACTED works in 2 refugee camps in mae Hong Son to support coordination of livelihood activities, and in particular integrated vocational training, with all sectors active in the camps in order to support provision of basic services and income generation in the camps to prepare refugees for a future outside of the camps. The action will be contributing directly to the LWG Strategic Objectives foreseeing that “camps residents increase their job skills in preparation for life after the camps” and “camp governance in the LH sector is strengthened through an increased involvement of CBOs in the sector activities and planning".

III. Responsibilities:

Finance

• Take responsibility for the safe custody of petty cash and supporting documents;
• Make payment for all items and services which have been approved by the Finance Controller and Country Director
• Prepare and inspect daily petty cash disbursement documents and maintain a record of all related documents and necessary reimbursements - generate vouchers for all payments made and register them in Excel cashbook on daily basis;
• Prepare and keep accurate accounts and records of all bookkeeping records, assisting in the preparation and maintenance of journal entries, etc. for recording all income and expenditure;
• Ensure cash reconciliation between the cashbook and the safe;
• Preparation of the excel accounting for importation in the SAGA accounting software
• Ensure the clearance of all advances at the end of each week;
• Maintain accurate filing of electronic and hard copies.

HR and Administration

• Prepare all administrative documents such as letters, internal notes, regulation etc;
• Prepare vacancy announcements for national staff, receive all applicants’ CVs and draft candidates’ list;
• Draft employment contracts for national staff and collect all information required for contract. (ID card, photos, identification information, reference etc.);
• Prepare, check and control staff presence and leave follow-up table and send on a monthly basis to HQ
• Prepare, check and control monthly staff TITANIC, incl. payroll and send to HQ by latest 15^th of each month;
• Liaise with the Ministry of Labour on all matters related to ACTED registration, incl. preparation of letters, reports, etc.;
• Maintain an oversight of the status of all expat staff visas and manage all visa and work permit applications;
• Liaise with tax authorities regarding ACTED tax registration and remittance of taxes;
• Arrange travel and accommodation, incl. providing travel advice to visitors;
• Assist with the preparation of meeting agendas, presentations, project filing, photocopying, etc.;
• Coordinate arrangements for meetings, visits, workshops and conferences;
• Serve as the focal point for handling relationship with the office landlord;
• Translate letters into Thai upon needs or requests.

Logistics

• Oversee and manage the national tender process;
• Procure supplies and services for the Mae Hong Son field office in case these supplies and services cannot be procured locally;
• Receive and review the monthly logistics TITANIC from the field office, consolidate and prepare the ACTED Thailand logistics TITANIC and send to HQ;
• Manage the in-office stock of stationary and office supplies;
• Prepare order forms and purchase orders when required;
• Sort incoming supplier quotations, invoices and payment requests;
• Coordinate for courier services to send and receive documents;

Other

• Adhere to HAP standards as set by ACTED;
• Any other task as assigned by the line manager

IV. Qualifications:

• Minimum Bachelor Degree;
• A minimum of 3-year relevant working experience in a similar position within a national or international NGO or CBO;
• Ability to handle work efficiently and accurately under time constrains;
• Strong computer skills (Including Microsoft Office proficiency);
• Substantial team management and capacity-building skills and experience;
• Strong interpersonal, representation and negotiation skills;
• Excellent public relation and communication skills;
• Hands on and able to perform work independently;
• Good understanding on NGO Programs;
• Excellent command of spoken and written Thai;
• Fluent in English is an advantage.

V. Submission of application:

Applications in the English language , including  i) a resume of not more than 3 pages; ii) a cover letter expressing the motivation to work with an NGO and addressing each of the required qualifications with vivid examples; iii) Copy of the university degree and iv) Contact details of 3 references should be submitted by e-mail by 31 January 2019

Only short-listed applicants will be contacted.  If you are interested please submit your CV and any related documents to the email as mentioned below.