Contact: nujarinp@arcrelief.org
POSITION TITLE: Finance Assistant, Mae Sot DATE: June 20, 2016
COUNTRY PROGRAM: Thailand GRADE: 2
RESPONSIBLE TO: Logistics & Procurement Officer EEO Code:
STATUS (Full time, Part time, Temporary): full-time
SUPERVISORY CAPACITY: None
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
ARC maintains and strengthens a healthy and safe environment for refugee women, children, and families. Services provided include: access to comprehensive, quality primary health care and to gender based violence (GBV) prevention/response services, training, and refugee/community capacity building and integration. The project focuses on: health and nutritional needs for pregnant women and children under 5; increasing community awareness, treatment and prevention of disease; strengthening GBV prevention; and income generation capacity to meet community and individual needs.
PRIMARY PURPOSE OF THE POSITION
To ensure that all donor resources are spent for ARC’s mission and accounted for according to ARC standards.
MAJOR AREAS OF ACCOUNTABILITY (List the primary duties and responsibilities of the position as simply, yet completely as possible. Include the average percentage of time spent on the duty/responsibility. Generally there are no more than ten (10) major responsibilities.)
PRIMARY DUTIES/RESPONSIBILITIES % OF TIME
Financial Functions
1. Provide and clear staff advances in accordance with ARC policies and procedures.
2. Prepare a detailed advance report at the end of month to the monthly financial report transmitted Finance Umphang
3. Be responsible for petty cash in compliance with ARC petty cash controls.
4. Manage cash flow for daily operations and emergency purposes.
5. Make payments (cash/check) for all supplies/transportation costs.
6. Withdraw money as proxy of the Field Coordinator as requested.
7. Prepare complete documentation for check payments—e.g., purchase order, invoice/delivery order, payee name, and terms of payment— for signature by the Field Coordinator.
8. Verify that the amounts on receipts expensed match the amounts in current account records and in current account statements received from banks.
9. Maintain files of current account bank statements from SCB-Mae Sot; transmit original statements to Finance Coordinator-Bangkok.
10. Prepare documentation for a monthly field finance report--cash count; bank reconciliation; advances; spreadsheet of expenses by account code, cash received, and cash balance; summary calculation of expenses by account code; program employee costs summary; extraordinary expenses summary; expense and cash projection for next month; documentation for any adjustments; related documentation--for review by the Field Coordinator; prepare copy of the final report for the Field Coordinator and file; transmit complete final report to the Finance Coordinator-Bangkok.
11. Maintain complete finance records (computer and paper).
12. Notify the Field Coordinator of any problems, concerns, feedback, or conflict of interest regarding financial matters.
13. Assure the security of finance, payroll, and accounting records.
14. Provide support to the Field Coordinator on matters relating to improvement of financial systems and procedures.
15. Assist the Field Coordinator in preparation of expense or budget projections as requested. 40%
Payroll – Refugee Stipend
16. Distribute pay and obtain field staff signatures on payroll slips; compile and transmit payroll slips to Finance Coordinator-Bangkok.
17. Collect and maintain documentation on payroll voucher and in file for each new refugee staff: identification of refugee staff (including photo and name); signature on sexual misconduct form (for prevention of sexual abuse and exploitation); policies acknowledgement, CCSDPT code of conduct acknowledgement.
18. Maintain payroll records (computer and paper).
19. Prepare regular monthly refugee worker pay vouchers.
20. Coordinate the payment of refugee workers. 10%
Accounting Functions
21. Assure the accuracy of the monthly field finance report.
22. Prepare bank reconciliation; ensure that all banking records are correct and up to date.
23. Review receipts, purchase orders, purchase requisitions, and other documents to ensure accuracy of each transaction and the calculations.
24. Maintain accounting records (computer and paper).
25. Prepare report of vehicle operation and maintenance expenses.
26. Prepare other reports as necessary, such as data needed for MOI reports.
27. Act at all times in accordance with Thai law and standard professional accounting practices.
28. Maintain transparency and accountability in all ARC field financial operations accounts and transactions. 40%
Administrative Functions
29. Coordinate activities with the field assistant, office assistant, and other staff
• Arrange for coverage of functions during absence. 5%
Miscellaneous:
30. Adhere to procurement, finance, and inventory policies and procedures.
31. Adhere to established safety/security policies and procedures.
32. Adhere to prevention of sexual abuse and exploitation code of conduct, sexual misconduct policy, and consensual relationships policy.
33. Other tasks as assigned by logistics &procurement officer and/or by the field coordinator. 5%
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
1. Thai national
2. Bachelor degree in accounting, with some finance background
3. At least two years work experience
4. Good skills in managing and controlling petty cash, advances, etc.
5. Good command of spoken and written English; good communication skills
6. Computer literate in Microsoft Word, Excel, and Access
7. Ability to follow systems and procedures
KEY BEHAVIORS & ABILITIES
1. Ability to communicate with other staff and agencies: English and Thai.
2. Ability to work in a team: coordination and communication skills.
3. Ability to work and live in uncomfortable conditions.
4. Ability to work in ambiguous program conditions.
5. Ability to solve problems and work independently.
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