ThaiNGO

ISSARA INSTITUTE

Job Description | REGIONAL FINANCE MANAGER

Job Title:          Regional Finance Manager (Thai National)

Duration:          1 year, with possibility of extension

Duty Station:   Bangkok, Thailand

BACKGROUND

Issara Institute is an independent non-profit organization based in Southeast Asia and the United States tackling human trafficking and forced labour from the lens of business and human rights.  The Institute was established in 2014 by a team of anti-trafficking experts coming out of the United Nations who created an alliance of private sector, civil society, and government partners committed to transformational, sustainable, worker-driven approaches to labour issues, especially those occurring in global supply chains.  It is staffed by leading regional and international experts in labour rights, business and human rights, and research and technology.

We believe that, together, we can transform the lives of tens of millions of workers through worker voice, partnership, and innovation - that sustainable systems driving more ethical labour recruitment and working conditions are vital to the future of workers individually and collectively, to equity and fairness across supply chains, and to sustainable poverty alleviation efforts.

POSITION SUMMARY

The Regional Finance Manager provides management and leadership in developing and implementing Issara’s financial policies and operations in SE Asia, and supports global finance, budgeting and reporting. The Manager heads up the finance team based in the Bangkok office, and supports the management and integration of Issara’s operations systems (financial, procurement, human resources) to ensure that all programming and administration are streamlined, cost-effective, efficient, and in adherence with donor and partner policies, procedures and regulations. A successful Manager will be extremely detail-oriented, is a team player with strong communication skills, have solid QuickBooks proficiency, accounting and bookkeeping knowledge, and be able to enforce robust finance systems, help establish additional protocols as the organization grows, and provide detailed budgeting and forecasting.

SCOPE OF WORK

Specific aspects of the scope of work include:

1.         Manage finance and accounting functions: ensuring the smooth and transparent operations of Issara’s finance and accounting systems.

a.         Accounting:

• Manage the Institute’s current accounting systems in QuickBooks Online, expanding on (if necessary) a Chart of Accounts that is well- aligned with the programming of the organization as well as with universal norms for non-profits. Support all of Issara’s financial accounting within Quickbooks, and support global finance procedures and accounting.
• Manage the annual audit process in Thailand, and support the US annual audit process through any needed analysis or documentation. Manage any other audit requirements, such as donor audits.
• Oversee the processing of payments, including payroll, vendor payments, and program-related expenses, and ensure the proper and secure filing and archiving of all relevant documents (vouchers, invoices, etc).
• For all Issara country operations and for the organization regionally, ensure a monthly reconciliation process and reports to ensure smooth annual auditing.

b.         Finance:

• Ensure that internal procedures are in place and followed for ongoing expense recording and clearing, for Bangkok and Yangon offices.
• Manage the monthly Budget and Activity Tracking (BATS) development and approval process for the Bangkok and Yangon offices, ensuring adherence to Standard Operating Procedures (SOPs) for monthly budget planning and approval of activities.
• Manage the monthly Fund Request process, tied to the BATS development, for the Bangkok and Yangon offices, ensuring approved activities and ongoing office expenses are forecasted and bank balances are sufficient. Prepare annual and ongoing financial forecasting for the different Issara program teams and the organization more widely.
• Develop budget status reports, monthly and quarterly financial progress reports, and financial reports for donors. Support budgeting for grant and other proposals.

c.         Government reporting:

• Ensure the timely and accurate submission of monthly and annual social security, tax, and other documents to the government; and, prepare and file intermittent updates and reporting to the host government as needed.

2.         Support the overall operations of Issara Institute and ensure coordination between finance and operations in all Issara offices.

a.         Overall operations:

• Ensure that all company policies, as documented in the company operations / staff manual, are always up to date and compliant with donor requirements. Support the development and updating of a Finance Manual and finance policies for distribution to all staff and inclusion in the Team Manual. Ensure that all team members understand and follow documented policies and procedures.
• Provide support to finance staff in other Issara offices, overseeing compliance with all policies and SoPs, and support capacity building of all finance team members.
• Track government reporting and legal compliance required in each country in which Issara operates, and work with the finance and admin teams in each country to ensure timely compliance with all requirements.
• Draft, review, and/or approve correspondence to government and non- government partners as needed, to support daily operations and partnerships.

b.         Human resources:

• Directly supervise finance support staff, ensuring a clear division of duties between them and the Manager, and ensure capacity building and compliance with all Issara policies. Coordinate with the Human Resources and Administrative Manager on needed support for office operations (such as finance support staff supporting procurement, staff visas and office operations).

c.         Procurement:

• Ensure good value for money and transparent sourcing practice compliant with donor requirements.

d.         Provide other management and administrative support as needed.

3.         Support Issara program activities to ensure approaches are in line with financial compliance and internal policies

a.         Support Issara subgranting processes, ensuring sound financial oversight of Issara subgrants

• Support the development of procedures and tools to support the selection process and ongoing financial monitoring of Issara subgrants to civil society organizations (CSOs).
• Support teams in conducting due diligence checks of subgrantee financial procedures and operations, including visiting subgrantee offices in the region as necessary.
• Work closely with program staff on financial oversight of subgrants, including reviewing subgrant reports and providing guidance to teams on reviewing reports and documentation. Provide feedback and technical assistance to ensure sound documentation and approaches.

b.         Support other program activities to ensure sound financial procedures where necessary

• Work with program teams in developing approaches to ongoing and new programs, such as Issara’s Unconditional Cash Transfer (UCT) approach, providing payment into payment options, providing technical assistance to programs teams, and providing oversight to ensure financial compliance.

REQUIRED SKILLS & EXPERTISE

We have a lean, dynamic, seasoned team that is committed to change, innovation, and impact.  We are conscientious, hold a high standard of care for the people we serve, and understand that we have to be able to work effectively with partners spanning the largest multinational corporations to the smallest grassroots CBOs. Our work ecosystem is multicultural, respectful, and energetic, whether we are working on tasks in teams, or working alone from home. The Regional Finance Manager should have:

• A degree in finance, accounting, or business administration;
• Extensive experience and responsibility in finance/accounting roles,
• Demonstrated expertise with QuickBooks and in advanced budgeting for non-profit organizations;
• Strong English language skills; experience working in a professional, multicultural office environment, and managing multi-cultural teams;
• An ability to independently manage tasks, but coordinate and communicate strongly throughout all tasks.
• A commitment to transparency and detail-oriented work, and a clear and open communication style
• At least 10 years’ relevant continuous work experience in a finance and administrative functions.
• Experience with donor-funded non-profit projects are mandatory, with experience with U.S. Government-funded programs an added advantage.

If you are interested in applying for this position, please send a CV, the names and contact details of three references, and a cover letter explaining your interest in the position and relevant expertise to admin@issarainstitute.org. Please note a cover letter specific to motivation and relevance for this position is required for consideration.