ThaiNGO

The International Federation of Red Cross and Red Crescent Societies (IFRC) seeks to appoint a:

Title:               Finance Assistant

Reports to:     Finance Manager

Organizational background

The Country Cluster Support Team (CCST) covers four contries namely Cambodia, Lao PDR, Thailand and Viet Nam. The Federation hosts teams in each of these countries except Lao PDR where the support is done remotely from Thailand Office. The CCST operates as one joint team support each country’s National Society and partners.

The Support Services department covers five units, namely the Human Resources, Finance, Administration, Information technologies (IT) as well as Reporting. All units cooperate closely in order to provide efficient support services based on IFRC quality standards, competitive cost and time criteria. All units deliver efficient support services to various stakeholders at all levels in the Country Cluster Support Team such as all programme teams and IFRC visitors in Thailand, Partner National Societies, National Societies and Country Cluster Offices.

The mission of the Finance unit is to provide cost effective day to day quality finance services that enhance the work efficiency of the Country Cluster Support Team, in accordance with IFRC standard procedures, policies and regulations. 

The Finance Assistant reports to the Finance Manager to achieve the mission of the Finance unit in close collaboration with all teams and other departments.

Job purpose:

The Finance Assistant is responsible, under the overall control of the Finance Manager and technical direction of RFU Senior Finance Analyst for the overall financial management of the unit are fully met, while also providing support to the Finance Manager key general financial duties to the Country cluster Support Team - Bangkok and PNS according to agreement service.

Job duties and responsibilities

Support CCST
•    Review and validate all the request for payments from CCST (Cambodia, Lao PDR, Thailand and Viet Nam)
•    Ensure all the request for payments (RFP) of bank are verified ie ; approved by the respective program managers and correct coding are provided. Each RFP need to be attached with original supporting documents for Thailand and Lao PDR (accept scan for Cambodia and Viet Nam). 

Account Payable
•    Fully responsible to monitor the account payable of CCST - Thailand
•    Ensure all the invoices are received and recorded in the correct period.
•    Ensure to follow up the account statement from the supplier
•    Check the ageing of the supplier every month end and update on the situation to Finance Manager
•    Ensure credit note are received and recorded in the balance sheet.
•    Ensure contact supplier on the payment that is ready to disburse.

Petty Cash management and bank payment process
•    Undertake petty cash transactions (Payment and receipts) for THB currency, ensure all the submitted documents is followed accordance to Federation procedure
•    Prepare petty cash, cheque and bank journals for THB/CHF currencies using correct accounting codes and CODA document.
•    Making sure cash box is kept in the safe every day and combination locked.
•    Ensure sufficient original supporting documents and programme managers approval is in place before making cash payment.
•    Undertake cash counts and reconciliation to journal balance regularly.
•    Handling office bank for all currency (THB/CHF) and ensure covered all relevant task related to banking.
•    Responsible all payment processed without delay and programme manager’s approval is in place before issuing cheque and processing payment.
•    Responsible to create transaction bank payments via electronic transfer/cheques (Operator).
•    Validate the documents for payments, DSA matter, bank transfers, mission expenses for local staff and delegates, follow-up of private expenses etc. and get the approval from Finance Manager on processing payment.
•    Responsible all the documents for payment is complete ie approved requisitions, quotations, CBA’s, Goods Received Note (GRNs), invoices, receipt, contract etc, are attached before validate and approve and the payments according to Federation procedures
•    Responsible for cash flow of bank and ensure funds available to process payments

Accountancy
•    Responsible that all accounting transactions are inputted into the Country Cluster’s accounting system CODA 
•    Responsible perform daily input data entries in CODA, complete and accurate, validated and ready for posting to books.
•    Responsible month end closing is complete as per given dateline by GVA.
•    Monitor and ensure all reconciliation is done each month.
•    Responsible to ‘matching’ done in CODA system by each supplier invoice and is match with correct payment.  Any forex gain/loss (ALC) are recorded to the respective projects.
•    Responsible of filling of the CCST-Thailand Finance month end closing

Working Advance (National Society, delegate & national staff)
•    Provide working advance (WA) on time without delay.
•    Follow up on the clearance of working advance and ensure the WA slip is signed when the money is given & returned. Mission request form need to be attached as evidence for request of WA.
•    Ensure no dormant working advance more than 3 months.
•    Advice Finance Manager on the progress on any pending WA which required her action.
•    Monitor and reconcile all working advances to National Society, delegates/local staff and other receivables.
•    Ensure each month reconciliation complete, approved by budget holder, Head of Country Cluster and validated by Finance Manager before sent to RFU KL.
•    Maintain an efficient and up to date filling of working advance system to National Societies in accordance with Federation procedure.

Delegation/PNS support
•    Be responsible of bilateral transactions,  ensure all expenses are invoiced each month  as per IFRC price list and follow up with PNS on the outstanding balances. 
•    File all CODA accounting documents in accordance with the Federation filing system and ensure the documents sent to RFU unit by the second week each month.
•    Responsibilities to prepare draft PNS invoice. 

Other tasks
•    Additional duties as assigned by the Finance Manager, Support Services Coordinator or the Senior Finance Analyst.

Qualifications, experience and skills required: 
•    Diploma or Degree in Relevant Field
•    Experience in accounting role and finance
•    Experience in document preparation
•    Master in Account Payable system
•    Prefer experience of working for the Red Cross/Red Crescent
•    Prefer experience of working for a humanitarian aid organization in developing country
•    Self-supporting in computers (Windows, spreadsheets, word processing)
•    Able to work as a part of team
•    Fluently spoken and written English

Candidates are requested to send a covering letter and curriculum vitae with expected salary in MS WORD  to: anchalee.limpiponpaiboon@ifrc.org.  Closing date: 26 May 2016.  Only short listed candidates will be acknowledged. More information about IFRC, please see www.ifrc.org. 

***Please note this position is hired as a local contract and is provided a local benefit package.***