ThaiNGO

The incumbent is responsible for providing finance, administration, procurement support, and travel arrangement.

KEY RESPONSIBILITIES:

General duties

- Assist Grants Manager to review subawardees’ financial reports to ensure compliance with the donor’s requirements and partners’ budget monitoring.
- Provide support to LINKAGES Thailand’s team members on financial management (internal process) including preparation of workshop/meeting budget, cash disbursement, budget control, expense claim, and related activities.
- Provide administrative support including procurement, travel arrangement, and filing.
- Performs other relevant duties as assigned.

Support in financial report review

- In coordination with LINKAGES Thailand’s team members, assist Grants Manager and Senior Finance Officer in reviewing subawardees’ financial reports on monthly basis according to donor’s requirements, seeking supporting documents, and submitting the report for payment on a timely basis.
- Ensure counterparties have all required documents in place for audit trail.
- Monitor partners’ expenditures against the available/approved budgets on monthly basis.
- Update project team members on expenditures exceeding budget limit, unplanned activities, and other deviations for further discussion with partners.

Support in internal financial management

- Prepare workshop/meeting budget, prepare supporting documents for cash advance, and per diem disbursement to meeting participants (if necessary).
- Prepare travel request and other supporting documents for cash advance request before or expense claim after trip.
- Handle and monitor petty cash requests as well as payments against the project budget.
- Perform other financial and accounting relevant duties as assigned.
- Coordinate with Enterprise Service team (e.g. Payment, Travel, etc.) in matters related to payment, travel, etc. such as issuing checks for advances, SFRs, and other reimbursements.

Procurement

- Work in collaboration with LINKAGES Thailand’s team members and APRO staff on procurement requests to ensure that all requests are processed in compliance with FHI360’s policy and specific funding requirements.
- Search for reliable sources, locate and contact vendors, check terrorism background, coordinates with internal and external parties for proposals/quotations.
- Prepare and keep track of procurement requests, request for quotations, and review invoices prior to processing payments.
- Conduct receipt, record inventory, store and distribute goods to final recipients.
- Count and replenish inventory as requested by partners and/or for internal stock
- Develop and maintain information of all active vendors.

Travel

- Responsible for business trip arrangement for LINKAGES Thailand’s team members.
- Arrange hotel reservation, maintain data on hotel in Bangkok and other areas necessary for team members for future reference.
- Handle logistics related to trainings/workshops ranging from securing venue, rooms booking, flight reservation, visa application, negotiating for reasonable prices, clear all invoices/payments, and coordinating with concerned staff on the matters.
- Serve for the point of contact for external parties on administrative matters.
- Provide update on travel and event schedule to team members and external parties (where appropriate).