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Job Summary:
RTI is hiring an Operations Officer for the USAID the Reducing Demand for Wildlife Project. This position will provide accounting support in the day-to-day accounting processes such as, but not limited to, monitoring project expenses, advances, liquidations and other project disbursements, ensuring adequate documentation, timely and quality implementation and compliance to RTI’s financial and operational policies and procedures. Additionally, s/he will collaborate closely with the Sr. Finance and Administration Officer to provide administrative support and assistance as needed. The individual must be a Thai national and fluent Thai speaker. She/he must also be fluent in English.
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Essential Duties:
The Operations Officer will perform a wide range of tasks to support the project:
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In coordination with the Sr. Finance and Administration Officer, coordinate and/or manage day-to-day administrative and financial operation of the field.
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Support project compliance with Thai local labor, immigration (e.g. visa processing for expat staff), payroll, and taxes.
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Oversee the Office Assistant
Finance
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Prepare payment vouchers in support of payments for project activities and suppliers invoices confirming such payments are: in accordance with the laid down procedures and policies, accurate, complete, adequately supported by all underlying appropriate documents, correctly coded to appropriate expenses and tracking code and project code.
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Raises journal vouchers or adjusting journals for necessary reviews and approvals.
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Provides support in compiling and submission of the monthly financial reports package for the respective projects.
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Address monthly financial reports review comments in relation to travel and activity advances & respective liquidations.
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Reviews financial documents in consultation with Sr. Finance and Administration Officer.
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Maintain petty cash and making petty cash payments.
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Make payments to workshop participants (including travel and meals refunds) as designated by the supervisor.
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Following the guidance of the Sr. Finance and Administration Officer, maintain all administrative systems for the project, including information resources, general filing, electronic filing, contracts and leases, travel, IT, subscriptions, insurances, etc.
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Maintain a proper and user-friendly filing and document control system for procurement files, petty cash, project asset and Information Technology. Ensure adequate filing of finance documents.
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Performs other duties assigned by the supervisor.
Procurement:
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Assist in the recruitment and advertisement of STICs and Consultants.
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Prepare necessary documentation for the STICs and Consultants
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Ensure complete documentation, align with RTI and USAID requirements for all STICs and Consultants recruitment
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Review STICs and Consultants request ensuring we get best value for money
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Review submitted documents and prepare necessary documents for endorsement for payment for the STICs and Consultants
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Maintain database for STICs and Consultants including monitoring for disbursement periods of performance and payment timelines
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Update project assets inventory values equals to or greater than USD 500. Ensuring that all assets are properly assigned inventory numbers and/or tags to minimize misuse and losses to all inventory items.
Logistics
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Coordinate financial and administrative logistics related to meetings, training events, seminars and other activities including arranging for training sites, transport, meals if appropriate;
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Coordinate all logistical support for staff and consultants, including transport and other travel requirements, hotel accommodations, conference bookings, etc.
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Ensure all supporting document related to workshop for payment process.
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Monitor local service providers’ performance in project administration and logistics support, including local travel and lodging arrangements and procurement of rental items and services necessary for implementation of project activities.
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Support project team with travel arrangements as needed.
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Support events, conferences, and workshops with administration and logistics needs including arranging refreshments and venues, maintaining meeting calendar, taking notes during meetings and events, and distributing minutes to attendees as needed.
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Maintain logistics soft files in project share points including hard copies.
Office and Data Administration:
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Report any office equipment maintenance/repair needs in a timely fashion to ensure a smooth functioning operation.
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Oversee maintenance of office equipment such as photocopiers and scanners and ensure repairs are made in a timely fashion. Oversees the cleaning, maintenance, and repair of all facilities including electricity supply, water and plumbing.
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Documentation and Filing System: Maintain hard and soft Filing System to manage in-coming and out-going Faxes and E-mails to maintain accurate and updated subject files for correspondence; maintain a data base of project Contacts and revise as needed.
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Coordinate Office communication by ensuring availability and management of internet service, Office telephone and fax service and overall management of incoming and outgoing mail
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Manage Office service Contracts
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Maintain all project files, clearly distinguishing file structures, maintaining files current and documenting filing systems.
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Provide support for administration needs to project activities as needed by the Sr. Finance and Administration Officer.
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