ThaiNGO

TITLE:  Head of Finance

TEAM:  Asia Sub Regional Office

LOCATION: Bangkok, Thailand

GRADE: NAT 1

CONTRACT LENGTH:  2 years

The Opportunity

As a permanent member of the Senior Management Team (SMT) of the SCI Asia Sub Regional Office (ASRO), Head of Finance shares in the responsibility for establishing the direction and overall coordination of ASRO. The post holder will be accountable to the Director of ASRO to develop and maintain a secure and effective financial system for SCI in Thailand. The Head of Finance ensures accurate and appropriate budgeting, cash flows, financial controls, recording, monitoring and reporting in both emergency and development programming contexts to Save the Children and the donors. The position serves as a resource for training and supporting programme staff in ASRO and in the region in their financial responsibilities. The Head of Finance is tasked with contributing to a healthy and productive work environment in Save the Children International in Thailand.

Key Responsibilities

As a member of the Senior Management Team, will contribute to:

• The identification and implementation of the office’s strategic direction and the development of an organisational culture that reflects our values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, members and donors
• Active and regular working relationships with host government authorities and partner agencies including humanitarian and development donors, and local and international NGOs
• Ensuring that the ASRO complies with all Save the Children policies and procedures outlined in the SCI Quality Framework, including during emergency response
• Close coordination with Management Team and Finance Team of MEC (Myanmar Education Consortium), to ensure sound financial management is conducted.

Financial Control

• Lead day-to-day Finance operations including the use of Agresso accounting software of Save the Children International and report monthly to Regional Office / Head Office
• Manage and monitor bank and cash operations, including cash flow forecasting and supervising the petty cash system, review the cash vouchers along with the supporting documents, ensure quick payments, effective use of cash management; provide reasonable services to the stakeholders, assist in smooth operation of goods and services procurement, including having the full month end process and cash count verified by a person independent of the finance operations.
• Check that all payments comply with SC financial guidelines and donors.
• Ensure that staff salaries and benefits are paid according to contract and increments and cost of living increases are added at the appropriate times; and that all tax liabilities according to the country rules and regulations are met accurately and on time.
• Identify and resolve discrepancies in financial records and reports.
• Enforce the organisation’s fraud policy and updates financial risk assessment and action plans.
• Ensure that ASRO operates within its Bank and Cash procedures, coordinating the funds request from the budget holders to the regional office and ensuring that the minimum level of cash is in the bank accounts and petty cash. 
• Monitor regularly the cash forecast against actual spend to ensure that the request is realistic. Prepare monthly fund request for RO/HQ; response their queries; holding at country level optimal level of fund.

Compliance and Internal Control

• Ensure ASRO complies with all Save the Children Financial Management Operating Standards and Standard Operating Procedures, including the requirements of the SCI Finance Procedures Manual.
• Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control, including:
  • Annual accounts and tax statement preparation.
  • Accounting and management information systems.
  • Cash and cash flow management and control in particular gain/losses on currency exchange;
  • Financial procedures during emergency responses, including meeting all relevant responsibilities in the Rules and Principles for Emergency Response;
  • Expenditure procedures, especially around procurement;
  • Documentation of all controls and procedures;
  • Availability of funds for ASRO
• Ensure the integrity of ASRO financial systems by reporting issues and by ensuring that the data validation is correct for all budgets e.g. projects, dates, exchange rates are all correct in the system and agree to donor funds summaries.
• Finance training for staff as necessary.
• Identify and effectively manage all key risks, especially financial, related to ASRO’s activities
• Ensure that systems are in place for the control of all assets, funds, equipment, property, and facilities;
• Participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment in both development and emergency contexts
• Coordinate and assist any internal or external audits

Financial Reporting

• Provide the Senior Management Team (SMT) and all budget holders a monthly update on the budget variance analysis (BVA) in a timely manner after system hard close, ensuring the analysis meets the needs and standards required by the key stakeholders and budget holders
• Ensure key stakeholders and budget holders are supported in reviewing their expenditure and budgets / forecasts
• Ensure the integrity of all accounts, prepare the monthly financial reviews (MFRs) with all control accounts reconciled, reviewed with SMT and signed by the ASRO Director. The MFR should be uploaded onto Citrix monthly and submitted to Regional Office regularly.
• Ensure quarterly effort reporting is prepared reconciling timesheets with charges made in the finance system. Investigate major variances and make appropriate adjustments, report reconciliation to Regional Office.
• Coordinate submission of control reports, respond to findings and recommend resolutions or action plans
• Support the timely submission of financial reports and attachments to members, individual donor timeframes and requirements and government regulatory agencies
• Develop and implement management reporting to support organisational decision making.  This will include the co-ordination and production of monthly and quarterly management reports and KPI dashboard to agreed timescales (or more frequently as required)

Planning and Budgeting

• Facilitates budget plans and uploads corresponding information into the finance system.
• Tracks programme budgets and advise budget holders on budgeting, expenditure patterns and necessary adjustments to plans.
• Ensures awards and General Fund Schedules are aligned and that shared office costs are correctly charged.
• Ensures donor financial conditions are adhered to.
• Assist the Director of ASRO in the financial management of ASRO resources including (a) the formulation of country resource allocation, (b) providing effective support and guidance to the Senior Management Team and other key program staff during planning and allocation exercises; (c) monitoring implementation of donor agreements and resource utilization. Highlight variances, provide analyses and recommend resolution or reallocation of resources
• Participate in ensuring that finance and awards procedures are detailed in the ASRO Emergency Preparedness Plan in order to enable rapid scale up
• Participate in the management of the annual budget and quarterly forecast processes for ASRO including developing templates and timetables. 
• Manage the production and development of the funding grid, non-thematic cost share calculation, member core dues calculation and any other organisational wide management accounting tools that may be required

HQ / Regional Office Compliance

• Follow the financial year diary, meeting all requirements in a timely manner, including month end, quarterly reports and revisions, year-end schedules and annual budgets and budget revisions.
• Liaise with HQ / Regional Finance Manager to ensure effective and accurate financial information flows appropriately.

Staff Management, Mentorship and Development

• Ensure appropriate staffing within finance through the recruitment and training of finance staff as appropriate and ensure availability of appropriate professional development opportunities for staff
• Ensure that all staff understand and are able to perform their duties with regards to financial management through induction and training of key programme staff
• Manage the performance of all staff in the finance work area through:
  • Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
  • Coaching, mentoring and other developmental opportunities;
  • Recognition and rewards for outstanding performance;
  • Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans 
• Provide line management to the finance team ensuring that the work is planned to meet all deadlines
• Ensure adequate segregation of finance duty within the Country Office and Field Office. 

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations.  Please use this link to apply https://www.savethechildren.net/careers/apply/details?jid=11361

Closing Date for Application: 31 January 2025

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.