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ORGANIZATION BACKGROUND
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ADRA is a global network of independent humanitarian organizations established in 1984 by the Seventh Day Adventist Church for the specific purpose of providing individual and community development and disaster relief. ADRA Thailand works with people in poverty and distress to create just and positive change through empowering partnerships and responsible action. ADRA Thailand has served vulnerable and marginalized people in Thailand through community development initiatives targeting Basic and Vocational Education, Statelessness Reduction, Migrant Rights Advocacy, Child Protection. ADRA Thailand’s emergency response initiatives provide aid to disaster survivors and people fleeing active conflict from Myanmar.
ADRA’s purpose statement is: To serve humanity so that all may live as God intended. This is coupled with our motto: Justice. Compassion. Love.
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PROJECT
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CSO
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POSITION TITLE
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Project Cashier & Administrative Assistant
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LOCATION
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Mae Sot, Tak Province
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REPORTING TO
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Direct report to Project Manager and indirect report to Finance Manager based in Chiang Mai Office (annual performance appraisal agree and sign by both supervisors)
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SUPERVISING
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N/A
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HOURS OF WORK
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39 Hours Per Week
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BENEFIT/INSURANCE
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Per ADRA Thailand Remuneration Policy
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SALARY POLICY
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Per ADRA Thailand local staff wage scale
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TERMINATION
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30-day notice required
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COMPETENCIES
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Core:
- 2.1 Working with people
- 6.1 Planning and organizing
- 6.3 Following instructions and procedures
- 7.2 Coping with pressures and setbacks
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JOB OVERVIEW
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Project Cashier & Administrative Assistant is responsible for implementation of the project finances following the project budget. This work is carried out closely with the Project Manager, Accountant, Finance Manager and Human Resources Department in Chiang Mai Office. The Project Cashier & Administrative Assistant is also expected to perform administrative tasks to ensure the smooth running of the project office.
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JOB RESPONSIBILITIES
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- Manage funds for project activities including withdrawing funds from the bank according to requests, updating the cashbook, and conduct monthly bank and account receivable/payables reconciliations.
- Prepare & review all expenditures (financial documents – ensure completeness, accuracy, consistency, and quality of information or data) before submission to Chiang Mai Office, follow up with suppliers and ensure that all expenses and details on receipts are in line with ADRA Thailand Finance and Procurement policies and donor policies/processes.
- Prepare monthly income and expenditure report as required by Chiang Mai office (ensure accuracy, and consistency and quality of data or information).
- Ensure that all key supporting documents and receipts are attached to payment vouchers.
- Maintain the daily petty cash record and record all expenses accurately into the petty cash register.
- Assist and support the project in procuring meeting/training/forum/capacity building venues.
- Assist and support project meetings, trainings, forums, capacity building activities, etc., specifically related to the financial/procurement/ administrative aspect.
- Pay project office utilities, other operational cost, and purchase office supplies as required by project and Chiang Mai Finance.
- Send and receive office mail and distribute it to related persons.
- Assist and support with project procurement as needed.
- Review and collect timesheets and send them to Chiang Mai Office.
- Assist HR with visas and work permits for expatriate staff as required.
- Assist and manage the project vehicles, and motorcycles in close coordination with Chiang Mai office (road tax, insurance, car wash, schedule repair and maintenance and replacement of parts). Keep a logbook of vehicle/motorcycle usage or utilization – on monthly basis to submit original logbook to Chiang Mai Office.
- Remind people to prioritize safety and security when using Project vehicles and motorcycles (First Aid Kit for the vehicle, proper helmet for motorcycle, avoid night driving, etc.).
- Prepare and generate asset register and update it on an annual basis.
- Assist and manage the project filing as required at project level. (coordinate with CM office)
- Assist and manage the project office administration – smooth running, office cleaner supervision, safety, and security (First Aid Kit in the office), electricity, utilities, internet, lawn upkeep, visitor coming in and out, visitor working in the office (temporary basis), furniture & furnishing upkeep, office insurance, etc., coordinating with the IT Officer for the repair and maintenance of office equipment.
- Perform other tasks as required by supervisor.
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Measurability
(KPIs)
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- Outputs achieved as planned.
- ADRA Thailand policies and procedures followed.
- Learner attitudes are applied.
- Pay attention to details.
- Understand and manage the financial, procurement, administrative system well at project level.
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EMPLOYMENT STANDARDS
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Skills, Experience and Education Qualifications:
Educational Qualifications:
Experience:
- At least 2 – 3 years’ experience in administrative, procurement field / Accountant or positions equal to the position responsibilities outlined above.
Language Skills:
- Intermediate English verbal and written language skills.
- Excellent Thai verbal and written language skills
- Knowledge of Karen and/or Burmese skills is a plus.
Skills and Abilities:
- Ability to work in any context.
- Ability to work under pressure and multi-tasking.
- Ability to take initiative and work with minimum supervision.
- Must have strong operational management skills.
- Excellent interpersonal and communication skills
- Ability to handle work efficiently and accurately under time constraints.
- Strong computer skills (Including Microsoft Office proficiency)
- Understanding of diversity in working environment
- A valid driving license is required.
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WHS and security Policy
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Work Health and Safety (WHS) and Security is a personal responsibility. Compliance with WHS and security policies, procedures, and guidelines as well as common sense is a responsibility the employee must take seriously – for the best interest of all stakeholders.
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