Job Opportunity at Regional integrated multi-hazard early warning system
Available Position Title: Human Resource and Administrative Assistant
Position Description:
Human Resource and Administrative Assistant reporting to the Head-Operation Support Department implements human resource, and administration policies, procedures, and programs, ensuring adherence to RIMES staff and administration rules and regulations, in support of the operation of the RIMES regional facility, implementation of programs and projects, and of RIMES institutional processes.
Minimum Qualifications:
The Human Resources and Administrative Assistant demonstrates ability to work effectively with a wide range of people, with excellent leadership, management, communication, and organizational skills.
Knowledge: At least Bachelor’s degree in human resource management, business management, development studies, social sciences, or any related field; knowledge of Thai laws, rules and regulations that apply to the operation of inter-governmental organizations
Experience: At least 3 years of relevant experience in international non-profit organizations
Skills and Abilities: Demonstrated ability to work effectively with a wide range of people; excellent written and verbal communication skills; good leadership and management skills; excellent organizational abilities; strategic thinker, able to manage multiple priorities; ability to stay calm in busy and stressful situations; ability to handle disciplinary issues appropriately; good negotiation abilities; multi- tasking ability; ability to act as a mediator when staff conflicts arise; ability to keep confidential matters confidential; ability to analyze, evaluate, and summarize financial records for accuracy and conformity to procedures, rules, and regulations proficiency in Thai and English
Personal Qualities: Exceptional attention to detail and accuracy; ability to work effectively in a multi-tasking and multi-cultural environment; demonstrated ability to work as an integrated team
Major Duties and Responsibilities:
Human Resource
- Supports human resources department by screening, testing, and interviewing applicants.
- Provides orientation for new staff by providing information packets, reviewing company policies, explaining benefit programs, and obtaining signatures for documents.
- Maintains human resources records for staff by recording the hiring, transfer, termination, change in job classifications, and merit increase dates as well as tracking vacation, sick, and personal time.
- Administers staff benefit program including medical and life insurance, social security, and staff insure saving fund program, by advising staff of eligibility, providing application information, helping with form completion, verifying submission, and notifying staff of approvals.
- Documents and tracks human resources actions by completing forms, reports, logs, and records.
- Sets up and schedules complicated meetings for interviewees, hiring managers, employees, and department heads.
- Accomplishes human resources department and organization mission by completing related results as needed.
Administration
- Liaise with government offices for acquisition of expatriate staff visas and work permits. Handling with document and keep track of information of visa and work permit of staff.
- Facilitate acquisitions/ procurement and payments
- Ensure filing is up to date for the Operation Support Department on various subjects, including lists of suppliers, contractors, consultants, etc.
- Assist the Finance unit in preparing requests for payment forms and summary table of daily/weekly payments, and regular follow up with the donor on payments status, etc.
- Oversees office equipment and supplies, ensuring that all office equipment and supplies, such as stationery, are present and in acceptable condition.
- Maintain inventory of office facility equipment, instruments, furniture, etc.
- Provide reception duties: answering the phone, welcoming visitors, and making/ follow-up of appointments and maintain calendar of work and travel schedules.
- Coordinate work with the clerk for daily administrative work; collect and distribute incoming mail, check the completion and cleanliness of the office, notify the landlord of any damage to the office facilities, supervise the cleaning of the RIMES housing unit in AIT, keep track of the server room A/C cleaning and ensure that A/C is maintained according to the schedule, and manage the transportation needs of staff and visitors.
Procurement, purchasing and contract management
- Assess procurement requirements, prepare procurement plans, draft specifications and initiate procurement process
- Assist to prepare procurement / tender documents for PR RFQs, RFPs, P.O. etc for procurement.
- Evaluate tenders and quotation documents as and when required.
- Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors
- Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress and follow up with vendors.
- Prepare reports on procurement for project management
Others
- Other relevant duties and responsibilities as assigned by the Head-Operation Support Department
Reporting:
Head-Operation Support Department and work in close collaboration and coordination with the Human Resource and Administrative Associate.
Available Position Title: Finance Management Officer (FMO)
Position Description: Reporting to the Head- Operation Support Department, the Finance Management Officer is responsible for assisting in strengthening the financial management capacity of RIMES in the implementation of the CARE Project through the provision of financial management expertise, advice, and support. The FMO also assist in ensuring that RIMES’s financial management system and financial statements are in accordance with international accounting standards and the World Bank’s regulations; coordinating and assisting the Finance Management Specialist (FMS) to ensure that all financial management functions are carried out in accordance with international accounting standards and World Bank regulations.
Contract Type: Full-Time Contract
Duty station: RIMES Regional Facility, AIT Campus, 59 Moo 9 Paholyothin Rd., Klong 1, Klong Luang, Pathumthani 12120 Thailand.
Minimum Qualifications:
Education and Experience:
- Completion of bachelor’s degree in Accounting or Finance with minimum of 7 of progressively responsible professional experience in accounting, finance, budget.
- Postgraduate degree in Accounting or Finance with minimum of 5 years of progressively responsible professional experience in accounting, finance, budget.
- Professional certification in Accounting or Finance is desirable.
- Experience in analyzing data and preparing management reports
- Work experience from reputable audit firms, international organizations, or donor organizations
Qualifications and Technical Skill
- Knowledge of accounting principles, procedures and standards.
- At least five years of relevant work experience in financial management, auditing, or accounting, after obtaining stipulated qualification. Experience with donor-funded and public sector projects will be given due consideration.
- Ability to apply conceptual, analytical, and evaluative skills in accounting operations.
- Ability to prepare and maintain the full set of accounts
- Knowledge and hands on experience with Infor SunSystems or other Accounting Software (for non-profit)
- Fluency in oral and written English and Thai
- Proficient in Microsoft Excel
- Desirable
- Knowledge of international donor agency requirements and regulations
Personal Qualities
- High level attention to detail and accuracy
- Ability to follow through on tasks
- Flexible, creative, responsive, able to take initiative, open to learning
- Reliable
- Able to work within systems and procedures, work effectively in a small team environment involving the sharing of information and at times sharing workloads
- Able to analyze and integrate potentially conflicting numerical, verbal, and other data from a number of sources
- Willing to demonstrate, apply and share expert technical knowledge across the organization
- Able to work independently and multi-task and meet deadlines.
Major Duties and Responsibilities:
The FMO will support the FMS and Finance Department, RIMES in the sustainable progress of RIMES’s finance and accounting management system, making it more effective at providing timely and accurate information for decision making, accountability, project management, and auditing, and ensuring consistency and compliance with RIMES’s fiduciary requirements.
- Assist in the preparation of the budget in accordance with the CARE Project’s annual work plan.
- Assist with the formulation of the annual cash plan for the CARE Project, based on the annual work plan.
- Assist with finalizing and uploading the annual budget to the MIS system and assist the FMS in preparing monthly monitoring reports that compare actual expenditures to the budget.
- Assist in the preparation of annual and quarterly disbursement forecasts for all CARE Project components in accordance with the project’s procurement strategy and work plan/cash plan.
- Assist in preparing quarterly cash forecasts in coordination with the CARE Project team and submit to the donor for advance and replenishment of advance.
- Assist in preparing and processing Statement of Expenditure (SoE) in accordance with the World Bank’s Disbursement Guidelines.
- Assist in assuring compliance with RIMES’s system of control and CARE Project specific standards (such as the Operations Manual, Standard Operating Procedures, and the World Bank’s fiduciary norms, etc.) while processing payments.
- Assist in handling the financial aspects of active contracts, including payment terms, purchase orders.
- Assist in preparing quarterly financial summaries for assessment and approval by the Project Director and the World Bank.
Reporting
The Finance Management Officer will report to Head- Operation Support Department and working closely with the Finance Management Specialist.
Contract Duration
The contract will initially be for one year and will be extended upon satisfactory completion of a six-month probationary term and each annual performance review.
RIMES promotes diversity and inclusion in the workplace. Well-qualified applicants particularly ladies are encouraged to apply.
Available Position Title: Finance Manager-Thai Nationality
Position Description: Reporting to the Head- Operation Support Department, the Finance Manager is in charge of complete account management, budgeting, and reporting for efficient operations. To ensure efficient account transactions that contribute to financial stability and insightful analysis, the position acts as a point of contact and process owner on behalf of the finance department.
Contract Type: Full-Time Contract
Duty station: RIMES Regional Facility, AIT Campus, 59 Moo 9 Paholyothin Rd., Klong 1, Klong Luang, Pathumthani 12120 Thailand.
Minimum Qualifications:
Education and Experience:
- Completion of bachelor’s degree in Accounting or Finance with minimum of 7 of progressively responsible professional experience in accounting, finance, budget.
- Postgraduate degree in Accounting or Finance with minimum of 5 years of progressively responsible professional experience in accounting, finance, budget.
- Professional certification in Accounting or Finance is desirable.
- Experience in analyzing data and preparing management reports
- Work experience from reputable audit firms, international organizations, or donor organizations
Qualifications and Technical Skill
- Knowledge of accounting principles, procedures and standards.
- At least five years of relevant work experience in financial management, auditing, or accounting, after obtaining stipulated qualification. Experience with donor-funded and public sector projects will be given due consideration.
- Ability to apply conceptual, analytical, and evaluative skills in accounting operations.
- Ability to prepare and maintain the full set of accounts
- Knowledge and hands on experience with Infor SunSystems or other Accounting Software (for non-profit)
- Fluency in oral and written English and Thai
- Proficient in Microsoft Excel
Desirable
- Knowledge of international donor agency requirements and regulations Personal Qualities
- High level attention to detail and accuracy
- Ability to follow through on tasks
- Flexible, creative, responsive, able to take initiative, open to learning
- Reliable
- Able to work within systems and procedures, work effectively in a small team environment involving the sharing of information and at times sharing workloads
- Able to analyze and integrate potentially conflicting numerical, verbal, and other data from a number of sources
- Willing to demonstrate, apply and share expert technical knowledge across the organization
- Able to work independently and multi-task and meet deadlines.
Major Duties and Responsibilities:
Financial Planning & Analysis
- Direct the preparation of budgets and financial projections, as well as the preparation of monthly financial statements and other periodic financial reports.
- Analyze and offer financial commentary on the financial status of the project by identifying findings, summary, specific recommendations, and corrective measures as required to ensure that RIMES is tracking financial responsibilities in compliance with the terms and conditions.
- Create, maintain performance and financial metrics. Frame them in the reporting mechanism that best ensure the data is meaningful and fits the audiences.
- Improve financial status by analyzing results, monitoring variances, identifying trends, and recommending actions to the Management Team.
- Working closely with programs senior managers to analyze program portfolio including activities pipeline analysis, expenditure review to develop sound financial planning and strategies.
- Analyze financial information to generate information on overall finance management issues, e.g. spending trends, program operations vs program costs, funding gaps, funding pipelines analysis for the next 3 years, etc.
- Line manages a core team of finance team according to assigned / delegated tasks as necessary.
- Works closely with Project and Operations teams for financial monitoring, reporting, and project proposal budgets.
- Provides advice, keeps track of, and reports on the financial situation in relation to revenue, expenses, and liabilities for all departments and programs.
- Ensures that internal and external financial reporting conforms to RIMES’s financial accountability policies and timelines
- Evaluates and provides advice on RIMES’s situation with regard to cost ratios and the status of cost recovery and makes sure that all cost recovery goals are being reached for each project across the whole portfolio of RIMES’s projects.
Accounting Management and Legal Observance
- Oversee the month-end closure process for the management of the balance sheet, including the clearance of pre-paid items, accounts receivable, accounts payable, staff advances, and in-country accounts
- Month-end closing of RIMES items, including running depreciation, analysis of various costing dimensions such as fund codes, activity-based cost codes, profit centers., etc. and implementation of required modifications.
- Manage timely sending and receiving of in-country accounts within the month
- Prepare monthly subsidiary ledger reports
- Direct year-end closing processes
- Prepare annual budget workbook with inputs from all departments and in coordination with in-country office
- Ensure compliance with relevant tax, accounting, auditing, and external reporting requirements.
- Evaluate and manage risks; work closely with key internal stakeholders to monitor grant compliance and partnership agreement terms and conditions including reporting.
- Engage with internal and external auditors to ensure project and RIMES audits are conducted efficiently and in timely manner according to deadlines.
Financial Control and Risk management
- Maintain list of SunSystem users and authorization of job roles
- In SunSystem, create Vendor / Customer set-up, fixed Asset numbers as required.
- Review bank reconciliations and provide necessary analytical review for any unusual items.
- Review of fund requests and ensure funds are managed smoothly and bank target balances have been maintained within limits.
- Verify petty cash funds at Head Quarter and Country Office.
- Record asset numbers into SunSystem, verifies physical inventories, and prepares inventory schedule of year-end report.
- Support RIMES management team in providing any potential key risk on account, fraud and finance.
- Facilitate the roll-out of financial management trainings for staff that include compliance to RIMES’s Anti-Fraud, Anti-terrorism polices.
Internal coordination and teamwork
- Provide the RIMES management with monthly financial updates.
- Provide financial information to the project team and offer advice on the creation of the budget proposal to guarantee compliance with cost ratios and cost recovery from new funding.
- Coordinates monthly meetings with each of the project teams to discuss expenditure targets and projections on a regular basis.
- Advises project teams on monthly forecasting and expenditures in order to provide robust accountability and financial planning across all projects in order to accomplish financial goals.
- Provides updated expenditure / budget updates to appropriate departments as required
- Participates and advises in monthly grant financial update meetings in coordination with the Project team
Donor reporting
- Assists the Finance team in ensuring compliance for donor financial reporting alongside the Finance Officer
- Approves financial reports before submitting them to donors.
Reporting
The Finance Manager will report to Head- Operation Support Department.
Contract Duration
The contract will initially be for one year and will be extended upon satisfactory completion of a six-month probationary term and each annual performance review.
RIMES promotes diversity and inclusion in the workplace. Well-qualified applicants particularly ladies are encouraged to apply.