ThaiNGO

Location: Bangkok, Thailand

Period: Immediate

Duration of contract: Open end

Reports to: Executive Director 

Background 

The Asia Pacific Transgender Network (APTN) is a regional network that is working towards the advancement of trans rights in the Asia Pacific region through research and evidence generation, legal, policy and programmatic advocacy, and public campaigning. APTN office is legally established and has been operating as a registered entity as a Thai Foundation in Bangkok, Thailand. APTN currently works with more than 15 partners in 12 countries in the region 

About the position 

APTN is seeking a Finance and Operations Manager that understands how an NGO works in practice and has a commitment to take practical steps in maintaining our commitment to the partners and the organizational vision and mission. This role will oversee all human resource, administrative and finance matters. You should be willing to encourage line staff, managers and governing bodies to recognize and consider their financial management responsibilities and help create a culture that balances centralized control with decentralized decision-making. Finance staff have to work closely with program staff to deliver good financial management. You must have strong interpersonal and team-working skills. This position reports directly to the Executive Director. Key Responsibilities:

Finance:

• Develop and implement financial policies and procedures.
• Oversee the preparation of budgets, financial forecasts, and financial reports.
• Ensure compliance with relevant financial regulations and standards.
• Manage and monitor financial systems, controls, and accounting.

Operations:

• Streamline and optimize operational processes for efficiency.
• Oversee the procurement and supply chain management.
• Collaborate with other departments to ensure smooth coordination of operational activities.
• Implement and monitor internal policies related to operations.

4. Budget Management:

• Develop, monitor, and manage the annual budget in collaboration with relevant stakeholders.
• Provide regular budget reports, variance analysis, and financial insights to management.

5. Financial Analysis and Planning:

• Conduct financial analysis to support strategic decision-making.
• Provide input into organizational planning and strategy development.

6. Compliance:

• Ensure compliance with all relevant laws, regulations, and organizational policies.
• Liaise with external auditors and regulators as necessary.

7. Risk Management:

• Identify financial and operational risks and develop strategies for mitigation.
• Monitor and report on risk management activities.

8. Team Management:

• Provide leadership and guidance to the finance and operations team.
• Foster a collaborative and productive work environment.

9. Stakeholder Communication:

• Effectively communicate financial and operational information to internal and external stakeholders.
• Present financial reports and updates to senior management and the board.

10. Continuous Improvement:

• Identify opportunities for process improvement in both finance and operations.
• Implement best practices to enhance overall organizational efficiency.
• Actively supporting the organization's values ​​and culture 

Detailed main responsibilities:

Setting up and running finance systems: 

Verify all accounts, including supporting documents and book-keeping records and keep a record of verified documents. (Tracking restricted funds received from each donor separately.) 

Ensuring accuracy of budget preparations with finance and program staff

Preparing appropriate financial reports for all stakeholders, including partners, managers, governing board and donors. 

Setting up and implementing a system of controls that empower staff to make good judgments (within policies approved by the governing board) 

Implementing all other specific financial procedures, such as monitoring cash flow, paying salaries and tax, and making payments to suppliers. 

Verifying all monthly, quarterly and annual financial reports 

Verifying in the cash count during the monthly account closure 

Supporting Executive Director and staff with operations finances

Develop and prepare budget forecasts and manage expenses within approved budgets 

Prepares organization operations fiscal year budgets, projections and pipeline analysis 

Creates, updates, and maintains financial spreadsheets 

Prepares budget proposal outlines 

Assists with developing and monitoring budgets 

Develops budgets, including staff time allocations, administrative, and management costs 

Work in collaboration with the Project Finance Officer to communicate regularly with program implementers regarding budgets 

Works with Project Finance Officer and program implementers to resolve problems associated with monthly expenditures and budgets 

Prepares financial guidance memos to staff with special attention to recurring problems 

Submits monthly financial and BVA report to the Executive Director on the 15th of the following month 

Helping staff and governing bodies understand financial management issues:

Ensuring that finance staff understand program issues (eg through visits), so that they can support partners and program staff effectively 

Working closely with program staff to explain and explore financial management issues. 

Making sure that policies of reflective of partners needs and that partners are involved in financial decision making (including budgeting and monitoring) to make sure that funds are properly spent on their organization needs

Presenting financial reports in different ways to different stakeholders, so that they are relevant and easy to understand 

Discussing financial reports with all stakeholders, to help them understand what the figures mean 

Develop training plans and guide for APTN staff to better understand financial management

Supporting relationships with partner organisations: 

Recommend solutions to the partners' financial capacity findings of the capacity analysis of needs performed

Handling formal agreements with partner organizations 

Supporting Audits and meeting legal requirements: 

Planning and supporting internal and external audits 

Presenting auditors' reports and management letters to the Executive Director, treasurers and governing bodies 

Understanding the Foundation's legal requirements and helping staff and governing bodies understand them 

Meeting legal requirements, including submitting reports to government agencies as required 

Human Resource

Ensure that all staff have valid contracts and job descriptions

Develop contracts of all new staff and contract renewal; contracts, benefits, terms

Oversee accuracy of the leave register

Implement performance review and performance management for all staff 

Calculate and disburse benefits packages per policy and as required 

Support the Executive Director in the developing and reviewing salary scales, benefits and setting up of accessibility and process flow for staff of the organization to access the benefits

Develop costings and feasibility plan for the setting up of provident fund

Competencies 

Organization Competencies

Promote the vision, mission, and strategic goals of APTN 

Display culture, gender, religion, race, nationality and age sensitivity and adaptability - Integrity, professionalism and respect for diversity 

Functional Competencies: 

Self-motivated, proactive, and takes initiatives; 

Excellent organizational and planning skills; 

Interface program financial and grants to program department; 

Demonstrated ability to plan and organize work and time independently; 

Very strong communication and interpersonal skills, demonstrated ability to build trust; 

Ability to empower others and to manage their performance; 

Demonstrated ability to work effectively in teams, delivering through and with others; 

Ability to work in a fast-paced, diverse and cultural environment 

Required skills and qualification 

Education: 

BA, MBA or Master/ Degree in Accounting/ Finance/ Business Administration or any other professional accounting qualification such as ACCA, CIMA 

Experience: 

Minimum ten (10 years of proven experience in handling finance management, budgeting, grants management, general office administration and procurement. 

Minimum three (3) years of proven experience in Human Resource Management

Minimum three (3) years of proven experience in developing operations manual such as human resource manual, finance manual etc.

Well versed in developing and maintaining financial and human resource systems 

Familiarity with online and offline banking processes and systems

High proficiency in microsoft words, excel and quick books 

Previous experience in working with Humanitarian NGOs, international organizations, or private sector 

Demonstrated capacity to supervise a complex financial management or general ledger system. 

Have experience working in multi-donor / multi-project/ multi-country environment 

Have experience in producing financial statements for the Governing Board review.

Well versed with Thai law, legal obligations and requirements

Language Requirements:

- APTN's working language is English. Fluent command in written and spoken English are required. Ability to speak and read Thai would be an advantage.

Salary

- Commensurate with experience. 

APTN is an Equal Opportunities Employer. APTN adheres to a fair recruitment process, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences.

Lesbian, gay, bisexual, intersex persons, transgender

and gender non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be notified.