Date:  January, 13th 2016

Première Urgence-Aide Médicale Internationale (PU-AMI) is an international non-governmental organization whose mandate is to bring a comprehensive response to the essential needs of populations suffering from humanitarian crises in emergencies until autonomy and dignity can be obtained.

Operational in 16 countries in Africa, Asia, the Middle East, the Caucasus and the Caribbean, PU-AMI works in the areas of food security, health, nutrition, rehabilitation of infrastructure, water and sanitation and economic recovery. PU-AMI is the result of the merger between two NGO’s: Première Urgence and Aide Médicale Internationale in 2011.

PU-AMI has been working with the Burmese population since 1984, when they provided primary healthcare and medical training from their base in Manerplaw, Burma. When the population fled into Thailand, PU-AMI came along and continued its services in Thailand. Today, PU-AMI works in Mae La (ML), Umpiem (UP) and Nupoe (NP) Temporary Shelters in Tak province, building capacity of health workers and providing healthcare to an estimated 80,000 beneficiaries.

The WHO has defined health as a state of complete physical, mental, and social well being, not merely an absence of disease or infirmity. In accordance with this definition, PU-AMI’s medical programs integrate physical, as well as mental and social components in order to contribute to a state of improved well being of individuals, as well as the community as a whole. Its mandate is to contribute to autonomy, in which light PU-AMI invests and works toward durable solutions and community empowerment by building capacity and strengthening self-reliance wherever possible.

PU-AMI Thailand offers:

- Clinical services and disease surveillance/control in the 3 camp.

- Health promotion and disease prevention in Maela camp.

- Vertical programs such as HIV/AIDS, TB, and Mental Health.

- Capacity building.

PU-AMI has 3 offices in Thailand (Bangkok, Umphang and the main base in Mae Sot).

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PU-AMI is currently looking for:

Position:                                            Base Administrator - Umphang

Under the authority of:                       Logistics Administrator Umphang

Supervises:  Hierarchical:                    Housekeeper

                      Technical:                    Camp Administrators

Location/working place:                    Umphang, Umpiem Temporary Shelter and Nupoe Temporary

Shelter Movement:                            in the 2 camps and in Mae Sot office

Working hours:                                 Following PU-AMI rules and regulation        

Starting Date:                                    As soon as possible

1.       Scope of responsibilities

The Base Administrator Umphang is in charge of PU-AMI finance and administration in Umphang Base (UMP), Umpiem (UP) and Nupoe (NP) camps.  The Base Admin is responsible for the reporting of all financial activities for UMP, UP & NP, and processing all HR reports for base and camp staff. 

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2.       Specific Responsibilities

Accountancy management for cash boxes and bank

Proceed to payments according to PU-AMI rules and regulation, by checking required approval.

Record all cash and bank movements on daily basis, according to allocation keys.

Receive and check the eligibility of invoices submitted for payment (compliance in terms of information needed on a voucher, order form linked to the voucher, translation).

Close the cash accounts every month: physical inventories, printing of accounting documents, check supporting documents.

Send the monthly accountancy closure (both electronic and paper) to Mae Sot office (MST) by the deadline for both cash boxes and bank.

Maintain an updated cash book for each petty cash box; ensure the cashbook balance reflects at any time the actual amount of cash kept in the cash box.  Perform a cash count every day.

Investigate any cash discrepancy, report to supervisor if not identified

Follow up closely refunds to be claimed and reimbursed (HR costs, private phone calls, etc...)

Treasury management

Prepare the weekly base cash request to ensure sufficient funds for base/camp activities.

Complete the weekly cash & bank inventories.

Work with the Logistics Administrator to complete the base monthly cash request.

Accounting Management

Responsible for quality of receipts / vouchers: check every single voucher; ensure that they are in strict compliance with Finance guidelines.

Ensure vouchers are properly presented and stamped, include all relevant & required validation signatures, include attached any relevant and required support documents

Check the supporting documents, including consistency between vouchers and cash books, translate accounting documents into English as needed and submit the paid receipts to finance controller on time.

 Ensure proper filing and archiving of monthly accounting, according to PU-AMI standard.

Human Resources Management

Make sure that each staff member has signed an up-to-date and complete staff file.

Prepare work contracts for base and camp community staff members

Issuing staff cards for new base and community staff members

Issuing staff cards for new base and community staff members

Prepare monthly admin follow-up and salary sheets for base and camp staff.

Pay monthly base salaries and camp allowances, Validate Holiday Request Forms for base staff according to the days remaining and the signature of the supervisor.

Complete leave follow up according to any absence for base and camp staff.

Prepare final settlement for base and camp employees by the end of contract and proceed to payment after validation.

Ensure PU-AMI property is returned by employees ending their contract before final settlement is paid.

Brief any new base employee about PU-AMI rules and organisation in the base.

Ensure correct and complete administration for each recruitment process.

Assist the Field Manager and Log Admin in following up disciplinary measures.

Train and support the camp administrators on HR issues.

Prepare monthly allowance for staff ( Driver Night Duty, PHRs weekend duty)

General Administration

Maintain good communication with MST and Bangkok bases for all administrative issues.

Provide support in all administrative issues (included camp pass requests) and relations with local authorities.

Organise and arrange accommodation for PU-AMI staff according to travel request forms (TRF). Liaise with logistics team for trip organization from and to destination,

Translate from Thai to English and vice versa for any meeting assigned by FM

Provide secretarial responsibilities notably reception, phone call, appointments, meetings, archiving, photocopies, etc.

Provide written translation Thai/English of any type of documents required by Supervisor (official letters incoming & outgoing, reports, minutes, trainings, etc…).

Provide secretarial responsibilities: reception, phone call, mails, appointments, meetings, archiving, photocopies, etc.

Provide written translation Thai/English of any type of documents required by Supervisor (official letters incoming & outgoing, reports, minutes, trainings, etc…).

Ensure confidentiality for financial and HR related matters.

Ensure general order in the office.

Reporting

Update and report weekly cash & bank inventory to Finance Controller (every Friday).

Update and report monthly cash & bank inventory, bank reconciliation to Finance Controller at the end of each month.

Monthly administrative report which includes the monthly planning.

Provide the complete folder of monthly closing paper accounting to Finance Controller latest on the 1st of the following month.

Base & camp contract follow up report to Log Admin

Others

Perform other related tasks as assigned by supervisors and/or line manager.

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3         REQUIREMENTS

Thai nationals only

Background/Education

Certificate or diploma in business or HR Management or similar education

Work Experience

Administrative or accountancy experience is required. Minimum 5 years of experience

Languages

Thai native speaking.

Must be proficient in English

 Knowledge of Burmese and/or Karen is an asset.

Other skills and competencies

Proficiency in MS Office packages (MS-Excel, MS-Word, MS-Outlook) and Internet is required.

• Must be highly organized, rigorous and diplomatic

• Planning set up and follow up

Personal qualities

Flexibility, ability to work in a multi-cultural environment.

Conscientious, honest, good use of initiative.

Genuine interest in humanitarian work.

 Conditions and benefits            

- Monthly basic salary: 22,000 THB

- Seniority bonus of 2.5% per year, limited to 10 years of seniority

- Personal income tax in Thailand covered by PU-AMI

- IPD and emergency package with local insurance company

- OPD expenses up to 5,000 THB/year covered by PU-AMI

Deadline: Sunday 24th January 2016

Written test: Friday 29th January 2016

Interview:  Wednesday 3rd February 2016

Please note that only short-listed candidates will be notified for the interview process

PU-AMI does not discriminate in regard to race, ethnicity and gender.