ThaiNGO

Mekong Institute

Vacancy Announcement

Finance and Administration Officer

Mekong Institute

MI is an intergovernmental organization that contributes to regional cooperation and integration through capacity development, dialogue, and advocacy for sustainable socioeconomic development and poverty alleviation in the Greater Mekong Subregion (GMS).

Founded and represented by the Mekong countries (Cambodia, P. R. China, Lao PDR, Myanmar, Thailand, and Vietnam), MI aligns its strategies with the core tenets of the GMS Cooperation Program Strategic Framework 2030, ASEAN Economic Community, and the 2030 Agenda for Sustainable Development.

MI supports these frameworks through the implementation of projects across the areas of Agricultural Development and Commercialization (ADC), Trade and Investment Facilitation (TIF), and Sustainable Energy and Environment (SEE) while addressing issues of social inclusion and vulnerability, digital economy and innovation, and labor mobility. This comprehensive approach cements holistic and sustainable developmental impacts in the subregion and beyond.

The Regional Public Health Laboratory Network (RPHLN)

The network was established in 2019 to address the absence of a regional public health laboratory network in the South-East Asia region as the ASEAN Plus Three of Laboratory Network anchored in the ASEAN platform was abolished. The aim was to provide support in strengthening of national laboratory systems of GHSA Member Countries in the Asia and Pacific region for the timely detection of pathogens with potential infectious disease outbreaks and for improved routine diagnostics services.  Current membership includes 14 member states, namely Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand, Viet Nam, Nepal, Timor-Leste, Papua New Guinea (PNG) and Pakistan.  RPHL Network Secretariat is located at the National Institute of Public Health, Department of Medical Sciences, Ministry of Public Health, Thailand.

It has served a valuable role in connecting laboratory professionals and partners together, sharing timely information and key technical issues, maximizing resources and synergy efforts, accelerating countries’ efforts in achieving IHR 2005 implementation, and progressing toward the Global Health Security Agenda 2024 Target. The network will be providing technical assistance to ensure an effective implementation under this grant.

Position Description

The Grant Cycle 7 Integrated Laboratory Systems Strengthening Strategic Initiative (Lab SI) has allocated US$ 3.25 million [2024-2026] to support integrated laboratory systems strengthening of 14 RPHLN members in the Asia-Pacific.

Reporting to the Regional Program Director of RPHL Network, the Finance and Admin Officer is responsible for providing complete financial and contractual project management funded by Global Fund to support project teams. H/She will act as a focal point for the Regional Program Manager and coordinators for grants, budgets, and contracts to ensure that all expenditures and supporting documents comply with MI and Global Fund guidelines and regulations.

Primary Working Relationships

Internal Communication and Relationship: Regional Program Director, RPHL network, staff, and MI Finance and Operations Department (Finance Manager, Director of Finance and Operations, and General Service Supervisor).

External communication and relationship: DMSC, RPHL Network members & Concerned stakeholders as required

Roles of Finance and Administration Officer

This role is responsible for providing senior management with regular financial reports to aid management decision-making. Additionally, the position has the role of supporting project teams to manage and monitor financial expenditures.

Main deliverables, Responsibilities, and Tasks

Key deliverables

• Accurate project budget management, in compliance with all relevant MI and donor rules and standards, through systematic, recording and reporting of transactions;
• Accurate and timely general project finance support provided to a project team (RPHL under support from Global Fund);
• Accurate and timely financial reports, as required by MI or donors;
• Develop/establish finance & admin, HR system for RPHL Network;
• Support and assistance to other finance functions routinely provided as required

Main responsibilities and tasks

Finance Matters

• Prepare and review all finance payments such as cash disbursement, cash receipts, and journal entries for all transactions with accurate supporting documents before submitting them to the regional program manager and Finance Manager for approval;
• Review and advise the RPHL program team to put the right activities’ codes set up by the MI Finance Manager and required in the Global Fund Financial report;
• Assist the RPHL program team regarding events such as training, workshops and meetings (the Finance and Admin Officer will support the Global Fund program team on distributing per-diem, accommodation and transport to participants in compliance with the MI Operations manual and Global Fund policy) and to collect the sufficiency supporting document for advance settlement);
• Follow up on the outstanding staff advance and alert them to settle the outstanding advance on time with accurate supporting documents and comply with the requirements of the MI Operations Manual;
• Assist the Regional Program Director in consolidating the monthly/quarterly cash request for implementing the activities there;
• Collaborate closely with a finance team and RPHL team and implement immediately if there is any finding/ recommendation from external auditors, donors, and MI staff during field monitoring;
• Track all cash transfers from Mekong Institute and expenditure monthly and cumulative expenditures compared to the approved budget from donors;
• Open, manage, and control the bank account. By the end of the month, Finance and Admin will collect the bank statement and prepare the bank recommendation report;
• Ensure compliance with relevant regulations and organizational policies. This may involve maintaining documentation for audits, assisting with compliance training, and implementing internal controls;
• Follow up and address the outstanding items from the bank;
• Receive detailed transactions from the Finance Manager for the Global Fund Project and enter into the monthly Global Fund Report; and
• Review and monitor the expenditures by the activity budget line. If there are abnormal transactions, underspending, and overspending, s/he will report and take corrective action with the Finance Manager and Regional Program Director.

Administration & HR Matters

• Ensure that the office is safe and secure and maintain efficient office operations by managing supplies, equipment, and facilities. This includes ordering office supplies and overseeing maintenance;
• Provide administrative support to the RPHL team under the Globa Fund Support. This may involve drafting correspondence, scheduling meetings, managing calendars, and handling travel arrangements for staff;
• Organize and maintain physical and electronic files, ensuring that documents are properly stored, accessible, and up to date;
• Assist with financial tasks such as processing invoices, reconciling expenses, and maintaining financial records.
• Assist with human resources tasks such as recruitment of consultants & staff, onboarding, and personnel record management. This may include coordinating with the MI HR team for interviews, processing new hire paperwork, and maintaining employee records;
• Provide administrative support to various projects and initiatives undertaken by the organization. This may include assisting with project planning, tracking milestones, and compiling progress reports; and
• Handle ad hoc tasks and requests as needed to support the overall functioning of the RPHL team and MI.

Required Qualifications, Skills, and Experience

Essential

• Master’s or Bachelor's degree or higher in accounting, finance, or a related subject;
• Sound knowledge of bookkeeping and accounting principles and procedures; 
• Knowledge of international accounting standards;
• Knowledge of donor budget structures and requirements;
• At least five years of progressive experience managing project-based contracts and budgets in an international organization with exposure to different donor financial requirements and practices. Particularly s/he has experience in managing the recent grants under Global Fund support;
• Computer fluency with Microsoft Office and experience with financial and accounting management software;
• Skilled in database programs for financial analysis, management, and reports;
• Very good written and spoken English language skills;
• High level of numeracy and logical thinking;
• Good negotiation and interpersonal skills;
• Proven ability to work in a team and coordinate with others;
• Proficient user of all Microsoft Office applications.

Desirable

• Ability to speak any of the GMS country languages
• Good team work

If you possess the skills, expertise, and experience to thrive in this role and are passionate about promoting equitable and inclusive economic growth in the GMS, we invite you to submit your CV and cover letter to recruitment@mekonginstitute.org by September 12, 2024,  with the subject line "Finance and Administration Officer for RPHL Project".

Only candidates who successfully advance to the next stage will receive a response.