ThaiNGO

Established in December 2016, HOST International is a not for profit company limited by guarantee committed to transforming refugee protection systems to give more power and choice to refugees and host communities in addressing local protection and integration needs. We work with curiosity, capability, and courage to bring humanity, hope and dignity to all.

HOST operates across the Asia Pacific Region and works closely with local and international partners in achieving its vision.

We operate with the values of respect, compassion, integrity, diversity, and innovation

1. Position Summary

The Administration and Finance Officer is responsible for delivering comprehensive administrative services and collaborating with internal and external stakeholders to ensure the efficient and effective operation of the HOST Thailand office. Reporting to the Executive Director, this position supports daily activities and provides assistance to all team members and external stakeholders as needed.

2. Key Responsibilities

• Provide the HOST Thailand office with day-to-day organization, coordination, and administrative support, including the purchasing of essential items for the office and payment of bills.
• Contribute to business activities by producing and formatting documents, reports, proposals, presentations, spreadsheets, and other correspondence as required by the HOST Thailand office.
• Assist the HOST Thailand office in scheduling and running meetings, workshops, and events in Bangkok and the surrounding province as needed.

• Assist the HOST Thailand office in the administration of office finances, including overseeing record-keeping of petty cash, cash advances, and monthly acquittal processes.
• Develop and maintain effective communication and positive working relationships with internal and external stakeholders.
• Provide input and advice to the HOST Thailand office on suitable suppliers and contractors.
• Perform other duties commensurate with skills and experience as required.
• Prepare annual general and extraordinary meetings, including meeting minutes.
• Prepare an annual report on the foundation's operations to send to the district office as required by Thai law.
• Facilitate employee to access to Social Security system and make sure that employee has selected hospital.
• Take responsibility on financial record for all office expense in every monthly following HOST financial system and policy.
• Comply with budget control measures and budget limits according to the organization's policy.
• Maintain the filing of closing documents and monthly cash counts and ensure the department's record-keeping system allows efficient data tracking.
• Prepare financial status reports upon management request.
• Prepare monthly and annual financial reports.
• Manage various bank transaction processes, including tracking money transfers, withdrawals, debt payments through banks, and other transactions of the foundation.
• Assist, support, and coordinate with auditors for the annual financial audit.
• Manage the foundation's financial records and systems in accordance with accounting standards and practices.
• Prepare and submit withholding tax payments (P.N.D.1/P.N.D. 55).

3. Selection Criteria

3.1 Essential

1. Ability to work cross-culturally and have a functional level of English.
2. Confidence in navigating new computer systems and an intermediate knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Google Drive (Docs, Sheets, Meet, Forms, Calendar, and so on).
3. High-level written, verbal, and electronic communication skills and the ability to successfully manage multiple communication channels.
4. Confident communicator with strong interpersonal skills.
5. Proven experience delivering exceptional customer service, both internally and externally.
6. Highly developed organizational skills and the ability to multi-task and set priorities.

3.2 Desirable

• Degree Business accounting, financial Management

4. Expectations of HOST Employees

In addition to the duties listed above, all HOST staff are expected to:

• Respect and abide by HOST’s vision, mission and values, ensuring that their conduct is consistent with the HOST Code of Conduct and HOST Child Safeguarding Code of Conduct and is fully compliant with the provisions of HOST policies and procedures;
• Carry out general administrative functions related to their role and to the effective and efficient functioning of HOST including the timely and accurate management of case files, relevant databases, and all service delivery communications and data;
• Participate in induction training relating to policy and procedures, workplace health and safety and HOST administrative systems;
• Comply with all other reasonable and legal directions of the Senior Manager or relevant Executive as required.
• Communicate concepts, information and arguments efficiently in personal and group contexts and across all organizational levels;
• When representing HOST at internal and external events, ensure appropriate conduct and professional representation at all times;
• Demonstrate high ethical standards and professionalism and visible support and promotion for corporate outcomes and corporate values; and
• Perform other duties commensurate with skills and experience as required.

4.1 Position Responsibilities

1. Applicants will be subject to social media screening as part of employment and visa application checks.
2. It would be beneficial to hold a current, valid Thai driver’s licence;
3. All applicants must undertake a National Police Check and not have any serious convictions including fraud, assault, or serious theft. Any convictions should be declared up front and will be discussed confidentially upon receipt of the criminal record check;
4. Applicants must have the right to work in Thailand;

5. HOST’s Core Competency Framework

The above core competency framework applies to all staff working at HOST.

The competencies provide a common language, across HOST, for discussing the Way We Work, not just what we do. It clarifies the behaviors and attributes required of all staff working at HOST. Core Competencies are a critical part of HOST’s Organizational Culture and set the minimum expected standard of behavior for everyone at HOST.

6. Workplace Health and Safety (WHS)

All staff are required to take reasonable care for their own health and safety and that of other personnel who may be affected by their conduct.

WHS responsibilities are applicable to positions as outlined in the HOST WHS policy. These include general staff responsibilities as well as additional responsibilities that apply for Managers, Supervisors and other Personnel.

Acknowledgment and e-sign off

Staff are expected to carry out any duties, within the scope of their ability, that are necessary to fulfil the position objectives. This position description may change over time due to the nature of HOST activities and a flexible attitude to change is expected of all staff. Any such changes will be discussed with staff as soon as practicable.

As the incumbent of this position, I confirm that I have read the Position Description, understand its content and agree to work in accordance with the requirements of the position. I understand this position description is not a duty statement, it is only intended to provide an outline of the key responsibilities of the position.

I, the undersigned, agree to be employed under the terms and conditions as detailed in this position description.

Duty stations and time frames:

The staff will be based in  to Bangkok and nearby provinces if necessary.

Please read this notice carefully and send 1) CV and 2) Letter of recommendation in English to kanokwan@hostint.org