ThaiNGO

Vacancy Announcement

Accounts and Administrative Officer

Thailand Country Program

Application deadline: 20^th February 2018

The Center for People and Forests - RECOFTC holds a unique and important place in the world of forestry. It is the only international not‐for‐profit organization that specializes in capacity development for community forestry and devolved forest management. RECOFTC engages in strategic networks and effective partnerships with governments, nongovernment organizations, civil society, the private sector, local people, and research and educational institutes throughout the Asia‐Pacific region and beyond. With over 25 years of international experience and a dynamic approach to capacity development—involving research, analysis and synthesis; strategic communication; training and learning networks; and piloting and demonstrating—RECOFTC delivers innovative solutions for people and forests.

RECOFTC is now seeking an Accounts and Administration Officer (AAO) for its Thailand Country Program. The successful candidate will be based at RECOFTC Regional Office in Bangkok, Thailand. The contract period will be for 24 months, national recruited condition, with the possibility of extension. This position is for Thai national only.

POSITION SUMMARY

The Accounts and Administration Officer works under the direct supervision of the Director, Thailand Country Program, and in liaison with RECOFTC’s Corporate Services (Finance, Human Resources, Information Technology and Administration) team in Regional Office. The Accounts and Administration Officer is responsible for maintaining every aspect of the RECOFTC Thailand Country Program office accounts and administration. S/he will prepare all accounts including project accounts for submission to RECOFTC and project donors on a monthly basis, and ensure that the office administration runs efficiently.

RESPONSIBILITIES AND DUTIES:

The AAO will directly report to Director, Thailand Country Program, and will have the following responsibilities:

ACCOUNTS

In order to perform these tasks, the AAO is expected to have knowledge of the double-entry book keeping (debit and credit) and the accruals system, as well as a clear understanding of the basics and most common accounting transactions such as bank payments, invoice recording, procurement procedures, advances and settlements, etc.

• Manage the daily Accounts Payable (AP), Advance Payment and Cash operations ensuring that these processes are handled in an appropriate, smooth, timely manner and accordingly to the organisation’s procedures and policies;
• Act as focal point for receiving accounts payable requests and settling them in a time bound manner. The AAO must ensure that all the documentation related to the requests and settlements are collected and prepared well to ensure their accuracy before submitting for approval;
• Record the accounts payable settlement in the accounting software (SAP) after collecting all the invoices, receipts and other supporting documents once the activity has been completed to comply with RECOFTC policy on timely settlement of the advances;
• Perform monthly bank and petty cash reconciliations;
• Liaise with local banks regarding daily operations such as payments, deposit of checks or open and close bank accounts;
• Efficiently manage the petty cash fund;
• Monthly collect the timesheets and other supporting documents to allocate the staff time charge at each project accordingly to the Project Leader specifications;
• Accurately prepare the monthly payroll for the country program staff;
• Prepare monthly financial reports regarding budgets and expenditure for the current active  projects to be submitted to both internal and external sources (donors). Verify and provide guarantee of compliance with the specific reporting guidelines of each particular project;
• Assist the project leader to analyze the actual budget consumption and investigate variances if required;

• Perform monthly reconciliation of project funds with bank balances (Cash reconciliation) and assist colleagues in monitoring program and project budgets and expenditures;
• Perform month-end/year-end closing in accounts system, and review trial balance after Period-end posting to provide adjustments (if any);

• Participate and contribute in the Annual and Quarterly Planning and Budgeting;
• Coordinate and cooperate with External Auditors and Internal Audit processes (both from RECOFTC regional office and from Donors);
• Archive all the financial documents keeping them in proper order and in such a way that can be easily tracked;
• Collaborate with the Finance Team at the Regional Office in other ad hoc tasks that any particular operation may require;
• Collaborate in the development of the internal financial control systems and maintain the existing control procedures ensuring their effectiveness;
• Participate in the month-end closing, completing all tasks accordingly to the proposed schedule;

ADMINISTRATION

• Establish and maintain the country program office and related projects’ personnel record (i.e. attendance sheet, leave, CVs, contract, etc.);
• Prepare and ensure that contracts and service agreements correctly follow RECOFTC’s policies and compliance with appropriate terms and conditions;
• Process the payment of staff salaries and related benefits, and ensure compliance with local labor law legislations i.e. personal income tax, social security, etc.;
• Maintain an easy to track filing system of all program and project related documents; Keep records in both hard and electronic versions for RECOFTC suppliers and consultants;
• Be responsible for administrating both office and project owned property, including maintenance of office and facilities;
• Procure office and facility supplies, ensure that purchases are made according to RECOFTC procurement policy; This includes verify specifications, search catalogues, contact vendors to obtain price quotes and required information;
• Maintain sufficient stocks and inventory of office and facility supplies;
• Maintain Fixed Asset Registration, ensure that all fixed asset are in good working condition, and prepare monthly movement/reconciliation report, including annual fixed asset physical verification and reconciliation report;
• Submit monthly administration report (in the Center’s pre-assigned format) to the HR and Administration Section at RECOFTC Regional Office;
• Arrange logistics for meetings, workshops, and travel for staff;
• Receive telephone calls and assist with placement of calls; Receive visitors, answer general questions and direct individuals to the appropriate person/s;
• Oversee and handle the dispatch and receipt of mails, letters and official documents to/from Government agencies, and other organisations;
• Perform other tasks as are assigned from time to time by the Director, Thailand Country Program

QUALIFICATIONS AND EXPERIENCE:

The Accounts and Administration Officer will have the following essential and desirable qualifications and experience:

Essential

• Bachelor degree in accounting, finance, business management or related fields;
• Minimum 5 years working experience in similar capacity, preferably for a non-profit organization;
• Hands-on experience and able to work independently with minimum supervision;
• Familiarity with accounting and labor (employment) regulations in the country;
• Good working knowledge of written and verbal English and Thai language;
• Sound knowledge of Microsoft Office applications
• Thai national only

Desirable

• Assertive and discipline, and able to take on and solve problems quickly and efficiently;
• Experience with various donors’ procedures
• Knowledge and experience on SAP system usage

General

In addition to job specific skills and experience, the applicant should possess the following characteristics (including attitudes and skills):

• Interpersonal communication skills, individually and in-groups, with an ability to work as an active member of teams.  This implies flexibility, cooperation and open-mindedness
• Initiative and ability to make informed independent judgments within an overall team approach
• Service mind and careful on details and numbers

Interested candidates are requested to submit their CV and a cover letter, indicating salary expectations and current contact details of three referees, including recent supervisors, to HR@recoftc.org Please quote the position title in the subject line of the email. Only short-listed candidates will be notified. RECOFTC has a competitive compensation package. However, offers shall be based on salary history, relevant experience and qualifications of the selected candidate.

To learn more about RECOFTC, please visit our websitewww.recoftc.org

Women are strongly encouraged to apply.  RECOFTC is an equal opportunity employer and the successful candidate will be selected based on merit.

RECOFTC retains the right to offer this position at a job grade relevant to the qualifications and experience of the selected candidate.