ThaiNGO

Terms of Reference

Post title: Senior Finance Officer
Duty station: Bangkok, Thailand
Starting date: Immediate
Duration: Negotiable 
Type of Contract: Full time
Reports to: Finance and Operations Manager
 

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.

Finance, HR and Administrative Team Structure Summary

APTN is recruiting an independant and experienced Finance Officer to support the operations team in meeting the growing demands for internal and external reporting, the expansion of support provided to APTN country partners and grantees, and the continued adherence to the highest compliance standards. This operations team consists of a Finance and Operations Manager, Finance Officer, Accountant, Admin and HR Officer and IT Officer that supports the administrative, financial, and human resources processes and improves workflow to accommodate the diverse financial capacities, reporting requirements, procedural standards, and staff capabilities across various teams responsible for financial management.

The APTN team works in tandem to support our partners in financial management, refining sub-granting mechanisms, providing enhanced support and professional development opportunities for staff, and implementing regular training on standard operating procedures. As part of this initiative, APTN is looking for a Senior Finance officer to fully support the project's finances and strengthen partner's capacity in finance management. 

Details of the roles and responsibilities of these positions are provided below:

Position Overview:

The Senior Finance Officer plays a critical role in overseeing and managing the financial aspects of APTN's projects. They will report directly to the Finance and Operations Manager and work closely with project managers, donors, and other stakeholders to ensure financial transparency, compliance, and efficiency in project financial management.

Key Responsibilities:

Financial Planning:

• Assist in the preparation of project budgets in collaboration with project managers and relevant stakeholders.
• Monitor project expenditures and revenue, ensuring adherence to approved budgets.
• Prepare financial forecasts and contribute to the development of funding proposals.
• Assist budget holders in monitoring and reviewing a Project's expenditure and financial control. 

Financial Management​​​​​

• Maintain accurate financial records, including transaction documentation, invoices, and receipts.
• Process and track project-related payments, ensuring timely disbursements and compliance with financial policies.
• Monitor project cash flows and maintain proper cash management practices.
• Prepare financial reports, both regular and ad hoc, for project managers and donors as required.
• Monitoring budget spendings of implementation with program, operation and finance.
• Prepare financial guidance memos, submit monthly financial and BVA reports and ensure all financial reporting deadlines are observed.
• Other tasks are assigned by Finance Manager

Compliance:

• Ensure that all project financial activities are conducted in compliance with relevant laws, regulations, and donor requirements.
• Collaborate with the Finance Manager to coordinate external audits and reviews of project finances.
• Coordinate with the auditor and donors to provide all documents and reports as required.
• Co-develop processes and provide feedback on operations policies development

Donor Relations:

• Work closely with project managers to provide financial information to donors and funding partners as needed.
• Assist in the preparation of donor financial reports and ensure accurate and timely submissions.
• Review Partner's financial reports, supporting documents and coordinate with partners for any required document from donors. 
• Preparing monthly financial reports and related supporting documents as required by Donors.

Record Keeping:

• Maintain an organized and updated filing system for all project financial documents and records.
• Ensure data integrity and accuracy in financial databases and accounting software.
• Oversee all accounting transactions to ensure budget class and amount of charging under each project activities. 
• Provides and clear staff cash advances for project activities in accordance with APTN policies and procedures and donor requirements.

Capacity Building:

• Support project managers and staff in understanding financial policies and procedures.
• Provide training on financial management to project teams and partners when necessary.
• Discuss financial reports with stakeholders to enhance their understanding when needed.
• Qualifications 
• University or Bachelor Degree in Accounting, Finance, Business Administration or equivalent
• Minimum eight (8) years of relevant experience in the area of ​​finance and accounting is required.
• Have the skill of using accounting software. 
• Have experience working in multi-donor / multi-project/ multi-country environment is desirable
• Computer skills, particularly with spreadsheets 
• Planning, problem-solving and analytical skills. 
• Ability to handle multiple and competing priorities
• Familiarity with international NGO principles and practices is preferrable 
• Professional and courteous 
• APTN's working language is English. Fluent command in written and spoken English and Thai are required. 

How to Apply 

Interested candidates should submit a cover letter and CV to apply@weareaptn.org by 30 December 2024. Please indicate “Application: Senior Finance Officer” in the subject of email. Transgender Persons from Asia and the Pacific are highly encouraged to apply. 

Only shortlisted candidates will be notified. 

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.