Administration & Finance Manager (Bangkok , Kanchanaburi)
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: ZSL Thailand
: Nonprofits / องค์กรไม่แสวงหาผลกำไร
: 1404
: 7 March 2025
7 April 2025
Administration & Finance Manager
Position: Administration & Finance Manager
Location: Bangkok with regular travel to Kanchanaburi
Reports To: Country Manager
Salary Range: 900,000THB – 1,140,000THB per year
Level: Officer level 1
Contract Period: One Year (possible extension)
Job Description
I. Key Purpose of the Job
The Finance & Administration Manager plays a critical role in ensuring the effective management and control of ZSL’s financial, administrative, and operational functions in Thailand. This position is responsible for overseeing accounting, finance, procurement, HR and logistics to ensure compliance with ZSL’s policies and procedures, as well as the timely and accurate planning, budgeting, and reporting necessary to support the Thailand Country Programme. The role also involves identifying and managing financial and operational risks, implementing financial standards and procedures, and ensuring resources are utilized efficiently to achieve ZSL’s conservation goals in the region. Additionally, the Finance & Administration Manager provides strategic advice and support to the Country Management Team (CMT) to facilitate informed decision-making and effective stewardship of ZSL’s resources. This position is essential for maintaining operational excellence and aligning financial and administrative activities with the organization’s mission.
II. Major Functions
As a member of the Country Management Team (CMT), the Finance & Administration Manager will be responsible for several key functions. These include implementing an appropriate financial sustainability strategy to support ZSL’s growth as a robust Country Office, while ensuring high-quality financial management and accountability in line with ZSL policies, local regulations, managing partners’ finances and donor requirements. The role also involves developing and implementing effective systems, processes, procedures, and tools to support program delivery in compliance with applicable standards, policies, laws, and regulations. Additionally, the Finance & Administration Manager will contribute to the strategic development of the country strategy, ensure compliance with both local and international laws as well as ZSL principles, oversee the management of operations functions, and provide direct line management to the staff within the Finance & Administration unit.
III. Major Duties and Responsibilities:
Planning, Budgeting and Forecasting
- Define the financial strategy and contribute to the strategic planning process in developing and implementing financial strategies to align with the organization objectives.
- Lead the costing of the country strategic plan and the establishment of a financial sustainability plan highlighting key funding needs and gaps.
- Coordinate and consolidate annual, short and long-term financial plans, budgets, forecasts, and prepare analyses as appropriate.
- Ensure that the programme and project budgets are prepared in accordance with ZSL budgeting standards and donor requirements and provide staff training as necessary.
- In conjunction with Finance team, coordinate the maintenance of cost database used in the budgeting process.
- Approve budgets prepared by the Finance and Programme teams.
- Ensure the development, implementation, monitoring, and review of ZSL annual core budget and programme and project budgets to ensure donor requirements are met and ensuring a financially sustainable operation.
Financial management
- Ensure robust risk strategies are in place to mitigate any internal and external financial risks.
- Streamline financial processes and procedures, and timely implement new financial initiatives, requirements to support smooth conservation delivery.
- Build finance capability and team to fulfil purpose of role in fully operational state, including team structure design and recruitment in tandem with future growth and challenges.
- Coordinate the training of non-finance staff to ensure sound financial management of projects and compliance with ZSL and donor procedures.
- Identify, propose, review and/or implement best practice and cost-effective continuous improvement opportunities.
- Advise and provide recommendations to other units on financial issues and compliance.
Performance management, Reporting and Accounting
- Support and drive achievement of improved financial performance and organization objectives.
- Periodically evaluate and review financial performance of ZSL Thailand and its projects, dashboard and KPIs with the Incoming Grant Coordinator and other relevant stakeholders.
- Regularly review the financial status of income and expenditure of all projects against agreed budget. Bring to the attention of the Country Director as well as relevant programme staff any potential problems with special attention to deficit situations and other financial issues.
- Ensure the integrity, accuracy and completeness of financial data and reports to internal and external users and ensure timely submission as required.
Ensure that the accounting system, records and files are kept up to date in compliance with ZSL accounting policies and legal and statutory requirements.
Treasury Management
- Maintain appropriate liquidity levels for the country office and manage the cash and bank accounts in an effective manner.
- Ensure that cash receipts and disbursement are properly supported with relevant documentation.
- Ensure all cash and bank accounts are correctly and timely reconciled monthly.
- Coordinate calling of funds and tracking of funds (IBTR) received directly or via the ZSL Netting system.
- Ensure availability of funds at the field level for a smooth implementation of project activities.
Audit/ Compliance/Controls
- Maintain an adequate internal control system by reviewing and improving existing financial structure and processes.
- Coordinate programme-wide and project specific external audits and organize provision of required information and support.
- Prepare the management responses to audit recommendations and ensure their implementation and reporting to ZSL-UK.
- Ensure organisational and legal compliance including tax calculations and payments, registration, MOU processes and liaison are complied with.
Procurement / Contracting/Asset Management
- Responsible for reviewing/endorsing and/or approving all procurements within delegated authority.
- Ensure efficient support of procurement function regarding procurement of all goods, works and services while ensuring compliance with ZSL and Donor rules and regulations.
- Keep ZSL procurement regulations up to date and encourages wide and open competition and provide equal opportunity to all suppliers while ensuring the principles of integrity, accountability and transparency.
- Supervise the negotiation of contracts for grant / purchases and management, renewal, review of contracts as required to enable effective projects and partners/supplier relations.
- Ensure the management upkeep and condition of all equipment, fixtures, and premises, ensuring adequate strategies are in place to maintain highest standards, continuous efforts to reduce our carbon emissions and ensure cost efficiency in procurement.
- Ensures that assets are properly accounted according to ZSL and donor procedures.
- Ensures that acquisitions and disposals of assets are properly approved and recorded.
IV. Profile
Required Qualifications and experiences:
- Master’s degree in accounting, Finance Management or equivalent,
- 7 years of similar professional experience, with 5 years at a managerial position.
- Demonstrated skills in developing, managing, and evaluating financial and administrative plans and policies.
- Experience working with government and international donors.
- A thorough knowledge of, and dexterity with, accounting software;
- Experience working with international organizations involved in environmental and/or community issues would be an advantage.
- Excellent communication oral and written skills in Thai and English.
Required Skills and Competencies:
- Strong leadership and management skills.
- Excellent planning and organizational skills.
- Excellent interpersonal skills, including the ability to develop and maintain strong relationships at all levels, within ZSL and, as required, with external stakeholders.
- Ability to work under pressure.
- Ability to conduct a multidisciplinary team and to work within a multicultural environment.
- Dynamic, integrity, responsive disposition. Open, adaptable, team spirit.
- Ability to undertake frequent field trips;
- Adherence to ZSL’s values: Courage, Respect, Integrity, Collaboration.
V. Supervisory control
- Ensure that the supervised staff perform in accordance with the TOR.
- Give support/ advice to supervised staff.
- Perform a periodic assessment for a better performance.
Specifically, the Finance & Administration Manager is responsible for the supervision of all Finance & Administration staff includes but not limit to: Admin &Finance Assistant, Logistics Assistant, Cleaner, Project Finance Assistant. Direct day-to-day management will be exercised over staff based in Kanchanaburi.
VI. Working Relationships
Internal: The Finance & Administration Manager interacts and works closely and on a regular basis with the Country Director, the Country Management Team, finance staff in all ZSL offices, as well as with other Technical Staffs, Senior managers and project staff.
External: The Finance & Administration Manager interacts as required with governmental institutions, donors, partners and other stakeholders.
VII. Expected Results
Financial policies, administrative procedures, and processes are implemented efficiently across the Programme in compliance with ZSL policies and local legislation and support effective conservation delivery.
This job description covers the main tasks. Other tasks may be assigned as necessary according to organizational needs.
How to Apply:
Submit your CV, cover letter and 3 referees to: supaporn.sorndee@zsl.org. Please include "Admin & Finance Manager" in the subject line.
Closing Date: 7 April 2025
Contact : supaporn.sorndee@zsl.org
การเงิน / Financierผู้จัดการโปรเจค / Project managerธุระการ / Administrative
