Thailand – Finance and Administration Officer

Job Title: Thailand – Finance and Administration Officer

Location: Bangkok

Duration: One (1) year contract, renewable

Starting date: ASAP

Direct Line manager: PI Representative in Thailand

Technical referent: Global Team – Finance and Administration Officer

About PI

Protection International (PI) is an International NGO that contributes to the improvement of the protection of human rights defenders (HRDs) throughout the world. PI provides tools to develop HRDs’ capacities to manage their own security as their struggle against impunity and work in favour of human rights and democracy in their respective countries or regions. PI seeks to contribute to a situation where HRDs are recognised as legitimate actors for social change and to an environment where they can exercise their right to defend universally accepted human rights.

Protection International has its global office in Brussels, but primarily works where protection of HRDs is needed. PI has long-term presence in several countries of Africa, Asia and Latin America.

General Objective of the position

The Finance and Administrative Assistant Officer plays a crucial role in providing support to Protection International in Thailand by managing financial and administrative tasks. This position requires a strong understanding of financial management, attention to detail, and the ability to handle multiple responsibilities in a fast-paced environment. This position requires frequent travel to various locations to assist the team working with community-based human rights defenders.

Duties & Responsibilities

Main responsibilities:

In charge of administrative, financial and logistical tasks. She/he shall be responsible for ensuring that the PI Thailand office functions optimally. She/He is liable to both PI representative in Thailand and also with PI Head of finance and Administrative Unit in Brussels. He/she will oversee the finance and administration of staff members based in Thailand

Finance Tasks:

• Develop and oversee the annual budget while closely monitoring financial expenditures
• Is responsible for the follow up of cash management;
• Coordinate and manage the monthly payroll process
• Co-signs with PI Representative in Thailand (or any other officially entrusted personnel) the authorization of expenditures after verification of planned and budgeted expenses;
• Compiles monthly financial and management accounting reports and send them to Global team in Brussels;
• Maintains cash books, cheque register for all bank accounts and produces monthly reconciliation statements for each account;
• Ensures effective accountability of all finance disbursements/remittances;
• Monitors and advises on the financial status of various projects and programs;
• Advises on any accounting procedures, policies, directives and laws that accrue to non-profit organizations in Thailand.

Administrative tasks:

• In charge of in- and outgoing post;
• Keeps track of all dates and terms of possible contracts (rent, vehicle, insurance, maintenance, etc);
• Organizes the filing of all PI documents and archives;
• Train staff in relevant financial/expenditure reporting related to their responsibilities as well as other administrative, financial or logistics responsibilities they may have;
• Support and coordinate with UCL
• Provide logistical assistance to PI staff, interns and volunteers, including helping them settle in Thailand,

Human Resources Management:

• Helps prepare work contracts according to instructions from Finances Director in Brussels;
• Sees that all personnel files are complete;
• Control and manage the presence and absence of employees (sick leaves, annual leaves, maternity/paternity/parental leaves, compassionate leave);
• Checks and approves all documents prepared by the administrative officer/accountant in Brussels for the payment of salaries of staff and presents them to PI representative for signing;
• Checks and approves all documents prepared by the administrative officer/accountant in Brussels for the payment of salaries of staff and presents them to PI representative for signing;
• Edits salary sheets for the signature of PI Thailand Representative;
• Makes payments of all required taxes when applicable.

Logistical tasks:

• Takes care of office maintenance and purchase of needed stationaries and assets;
• In charge of maintenance of an inventory of all purchased items;
• Manages contractual negotiations and agreements with suppliers and service providers;
• Co-ordinates with office staff on logistics for trainings and workshops;
• Helps organise meetings, travel logistics within Thailand for PI representative and staff.

General tasks:

• Contributes to the development of the organisational security plan, updates it and abides by it
• Observes the Mandate of PI in all work carried out.

Job Requirements

Education

• Relevant university or business school degree in finance, management, or relevant similar experience
• Preferred master’s degree in Programme Cycle Management and Donor Relations
• Relevant professional training courses (Human Rights Defenders, humanitarian and development sector, management, etc.)

Experience

• Minimum of 4 years of experience in a similar role demonstrated practical experience in project management
• Proven experience as a Finance Officer; preferably with an international non-governmental organization.
• Experience in using the Accountancy Software QuickBooks, Sango, and ensure accurate and timely financial report
• Previous experience in finance, accounting, or administrative support roles.
• Experience in donor agreements, staff contract, tax and procurement policies
• Experience in financial control: Budget Planning and Controlling, managing advance payments, disbursements and preparing donor reports;
• Experience in preparing institutional and project Audits;
• Experience in managing implementing partners related to finance matters;
• Experience in managing internal control for organizational accountability;

Skills & Knowledge

• Highly organised/efficient time management
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
• Enthusiastic, self-starter who is able to work autonomously, under pressure, in decentralized teams, and think outside the box
• Demonstrated capacity to orally communicate clearly and effectively to a wide range of – expert and non-expert audiences
• Solid understanding of financial management principles and practices.
• IT security management skills are an asset;
• Sound decision-making in line with functions;
• Knowledge and practice on gender equality and open minded in diversities;
• Strong time management skills and the ability to prioritize;
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with relevant legal and regulatory frameworks is a plus.

Languages

• Fluently spoken and written Thai and English
• Good knowledge of other languages s in ASEAN countries is an asset

Other requirements

• Only candidates authorized to work in Thailand without any restrictions are eligible for this position.

What we offer

• The possibility to gain first-hand experience and knowledge on strategies to support human rights defenders and grassroots movements globally – and to contribute to these strategies.
• An open, friendly and multicultural work environment.
• Respect for autonomy, room for creativity, innovation, and learning.
• A people focused and collaborative way of working both within the unit the post sits under and with other teams.
• One year fix-term contract, renewable, for 40h/week
• Benefits include: gross salary of 50,000 Baht/month, six (6) days leave per/year worked, including National Labour Day as specified by the Minister