ThaiNGO

Peace Culture Foundation

Vacancy Announcement: Finance and Operations Manager

The Peace Culture Foundation (PCF) is a non-governmental organization established in 2016 and based in Chiang Mai. Our objectives are to advocate for peace and to prevent violence through programmes for children, youth, families, and schools; robust research; aikido training; and other community-focused service projects. We collaborate with other like-minded organizations and institutions on projects at both the local and international levels (www.peaceculturefoundation.org). 

PCF seeks to appoint a Finance and Operations Manager for the ‘Parenting within the Public Health System’ project in Thailand under the Global Parenting Initiative. The Global Parenting Initiative is an international collaboration led by the University of Oxford. It is being implemented in six countries in Asia and Africa with an emphasis on supporting healthy child development and preventing violence against children through evidence-based parenting programmes.

This is a full-time contract position based in Bangkok or Chiang Mai, starting as soon as possible and with an initial end date of 31 December 2024, but will be extended subject to funding. The post holder will work remotely from home.

Job purpose

The Finance and Operations Manager will oversee all finance, human resource, and administrative matters supporting project activities.* The post holder will be responsible for managing mobilized funds, refining and implementing internal operational policies, and leading on administrative and logistical tasks to support the Thai Positive Parenting Community of Practice, under the guidance of the Project Lead and Senior Technical Advisor. This role requires a professional who understands how an NGO works in practice, is familiar with managing international donor funds, and has a commitment to taking practical steps to maintaining our commitment to partners and the Peace Culture Foundation organizational vision and mission.

*Project activities are those overlapping initiatives covered by World Childhood Foundation funding for ‘Expanding the Impact for Parenting for Lifelong Health (PLH) on Violence against Children in Thailand and Southeast Asia,’ as well as LEGO Foundation funding for ‘Parenting within the Public Health System’ under the Global Parenting Initiative (GPI).

Main activities & responsibilities

Finance & operations (60% time)

• Refine and implement the Peace Culture Foundation’s financial management policies and procedures;
• Manage and monitor financial systems, controls, and accounting;
• Supervise the Project Accountant in implementing financial management and inventory policies and procedures;
• Support the Project Lead in the preparation of allocations of funding and budgeting of planned expenses, as well as the preparation of financial reports, invoices, and forecasts for international donors;
• Support the Project Lead in managing and monitoring the annual budget in collaboration with relevant stakeholders;
• Collaborate with and support programme team members to ensure smooth coordination of operational activities;
• Manage the staff payroll system, as well as staff personal and sick leave requests and approvals;
• Support partners in disbursing, monitoring, and reporting expenditures made by sub-grantees;
• Manage an effective filing system to provide easy access to information and proper documentation of finances;
• Ensure that donor requirements for documentation of expenditures are met;
• Report on actual and planned monthly expenses during team meetings and end-of-month finance meetings;
• Identify problems and develop solutions for best financial and operational practices;
• Ensure compliance with all relevant laws, regulations, and organizational policies;
• Manage on-the-job training for the project team on financial procedures and team members’ financial responsibilities;
• Provide inputs into organizational planning and strategy development during 2024 and beyond;
• Liaise with external auditors and regulators;
• Domestic travel as and when required; and
• Other related duties as assigned.

Administrative support for the Thai Positive Parenting Community of Practice (40% time)

• Oversee administrative and logistical arrangements to support the Thai Positive Parenting Community of Practice (TPP COP), working in collaboration with the Project Lead, the Senior Technical Advisor, and the Policy Advocacy and Capacity Building Expert;
• Organize TPP COP webinars every two months by liaising with the co-chairs, presenters, and TPP COP members;
• Organize three quarterly online newsletters by liaising with co-chairs, translators, and TPP COP members, as well as releasing newsletters to the mailing list;
• Manage the updating of the TPP COP website by coordinating with translators and uploading new content;
• Tracking of TPP COP membership lists and membership engagement through Benchmark metrics; and
• Other related duties as assigned.

Additional key requirements

Communication

• Provide regular updates to team members on work progress as well as seek clarification on one’s role and responsibilities from management when needed
• Routinely and effectively communicate complex ideas to a range of partners and audiences

Teamwork

• Establish and maintain conducive collegial relations and develop productive working relationships with other team members

Initiative and problem solving

• Effectively manage a variety of problems and help team members and partners resolve their concerns about progress in project implementation
• Develop and actively propose ideas for improving project implementation and partnership building

Person specification

• Minimum of 10 years of experience in finance management, budgeting, and general office administration in a non-profit organization
• Minimum of 3 years of experience in human resource management
• Experience in budget formation and programme planning processes
• Proven numeracy and financial analysis or planning skills
• Experience in working with international donors and meeting their requirements
• Experience in working with international organizations and NGOs
• Strong planning and administrative management skills
• Strong computer skills, including high proficiency in Microsoft Word and Excel
• Ability to work independently as well as in collaboration with local team members
• Ability to manage time, work schedules, and deadlines effectively
• Honesty, integrity, professionalism, and willingness to work overtime when necessary
• Well versed with Thai law and legal obligations

• Excellent written and verbal communication skills in both English and Thai
• B.A., MBA or MA degree in accounting, business administration, or finance
• Thai nationality

Expectations of all staff

Professional standards

• All staff employed by the Peace Culture Foundation are expected to exhibit high professional standards that promote and demonstrate the Foundation’s core values of peace, integrity, partnership, and excellence.

Health and safety

• All staff are expected to take reasonable care of themselves and those that may be affected by their actions. The management at the Peace Culture Foundation is committed to creating a working environment that prioritizes the physical and mental health and well-being of staff, non-staff personnel, partners, and beneficiaries.

Dignity and non-discrimination

• All staff must exhibit a high degree of cultural awareness and ability to work well within an international network with people from diverse backgrounds and cultures. Colleagues, partners, and project beneficiaries must be treated with dignity, respect, and without discrimination. The Peace Culture Foundation is committed to creating a working environment for all staff and non-staff personnel that is free from harassment, intimidation, bullying, and discrimination, including on the basis of race, ethnicity, sex, sexual orientation, age, ability, and religion.

Child protection

• All staff and non-staff personnel are expected to adhere to the Peace Culture Foundation Child Safeguarding Policy and demonstrate a commitment to the protection of children from harm.

Details for applicants

Salary and benefits:

Salary of 1,850 USD per month (paid in THB according to exchange rates), negotiable

Employer social security contribution of 750 THB per month

Starting date:

Late March to early April 2024 (flexible start date)

To apply:

Submit a cover letter indicating your motivations for applying, CV, and 3 references for contact (all in English language) by Wednesday, 13 March 2024 to Dr Amalee McCoy at amalee.mccoy@gmail.com.