ThaiNGO

Applications for this position must be submitted to as a PDF to JoinUs@apcom.org before 17:00 GMT+7 on 5th of Febuary, 2016 (Bangkok Time)

Key Responsibilities:

A.    Finance and Administrative

Accounting Systems

·       Implement and maintain financial accounting and internal control systems and procedures

·       Ensure that financial procedures are followed.

·       Secure quotations following office procurement procedures, and prepare Competitive Quotation Summaries, as needed.

·       Prepare Purchase Orders for approval; prepare Requests for Payment vouchers and requisitions with details of Cost Codes, Activity Codes and Donor Codes.

·       Ensure timely payment of vendors, insurance payments and other obligations, including correct preparation of cheques, supported by complete documentation and invoices.

·       Record all transactions in the computer-based accounting system.

·       Ensure proper documentation of all transactions and maintain files of all supporting documentation for accounting and auditing purposes.

·       Prepare and monitor advance payments disbursed for activities.

·       Plan and ensure availability of adequate amounts of cash for staff and programme activities.

·       Maintain the petty cash imprest account.

·       Maintain office assets inventory, assignment and return of assets and annual insurance renewal.

·       Process Remittance Advice for transfers from donors

·       Process reimbursable expenses according to established procedures.

Financial Reporting

·       Prepare monthly, quarterly and annual financial reports

·       Ensure correct and timely preparation and submission of monthly and yearly reports for the Foundation as required by the Government of Thailand, such as Thai Tax/Personal Income Tax, Social Security, Workmen Compensation.

·       Prepare monthly Bank Reconciliations and Petty Cash reconciliations for review by the Regional Representative.

·       Liaise with the International Secretariat regarding external audit, and co-operate with internal and external auditors.

·       Maintain statutory records and financial files.

·       Prepare Income & Expenditure Statements, Trial Balance and Balance Sheet as necessary, 

·       Be informed of changes in tax laws that apply to the Foundation.

General Administration

·       Oversee and negotiate the procurement of office-related equipment and services, including suppliers of office equipment, maintenance services, and travel.

·       Liaise with the landlord on issues relating to the maintenance and upkeep of the office and ensure timely payment of utility bills and other office-related bills.

·       Ensure that insurance for office equipment/property and staff are updated and  tracked for prompt renewal.

·       Maintain and as necessary, update electronic and manual user-friendly filing systems relating to all office administrative and staff records.

·       Develop and ensure implementation of maintenance schedules for all major office equipment including IT equipment, photocopiers and fax.

·       Coordinate and maintain ARRO calendar of travel, leave plans and programme activities, and ensure regular communication with the Programme Assistant within the Asia & Eastern Europe Team.

·       Provide general office support when necessary, including reception and telephone cover.

B.    Programme

1.     Logistical Support

Objective: To provide logistical support including planning and arrangements for meetings/workshops, visits and travel for staff, visitors and consultants.

·       Oversee all arrangements for facilitating travel and accommodation within Thailand and overseas for staff, visitor and consultants, and ensure adherence to Alliance travel policy including visa applications.

·       Provide support for the organization of meeting/workshops to staff members including obtaining quotations and making arrangements for venues.

·       Manage all transportation requirements for staff, visitors and consultants, including managing and negotiating with travel companies to ensure value and efficiency.

·       Prepare briefing kits for meetings, ensuring enough supply of the latest and most up-to-date materials from the International Secretariat.

·       Provide minutes-taking support during meetings, as needed.

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C.    Miscellaneous

·       Maintain good relations with the  external parties in a manner appropriate to the function.

·       Undertake other duties as required.