Associate Finance and Administration Coordinator

The position of Associate Finance and Administration Coordinator is assigned to the Thailand Resident Mission (TRM) within the Southeast Asia Department. You will be based at our Resident Mission Office in Bangkok.

You will report to the designated international staff and officer.

As an Associate Finance and Administration Coordinator, you will provide support in general office administration, coordinate logistical requirements, and oversee administrative activities as may be directed by the supervisor.

You will:

• Ensure the work area’s logistical requirements e.g., office building (renovate, maintenance) and office management (space, workstation), procurement, fixed asset inventory, and disposal are met. Plan for arrangements of necessary renovation and repair of the office furniture and equipment.
• Assess, plan and implement the procurement process of office equipment, furniture, supplies to ensure that equipment and supplies are adequate and following requirement.
• Responsible for the fixed assets registry and manage the consistency of fixed assets inventory records and manage the disposal of surplus, unserviceable, and obsolete assets.
• Maintain liaison with several service providers/vendors to ensure levels of services; search for new service providers/vendors and evaluate current service providers/ vendors.
• Manage the logistic arrangements of all events organized by TRM including meetings, conferences, press conferences, workshops, seminars, trainings, and staff recreation both inside and outside TRM. Ensure adequacy and proper arrangement of required logistic facilities. Coordinate with other departments and RETAs to organize the events not only in TRM but also other venues in Thailand.
• Review, verify, and validate the accuracy and propriety of supporting documentation from internal and external claims, payments, and various other accounting transactions within defined procedures and guidelines; process transactions through the preparation of disbursement or journal vouchers or other relevant payment documentation.
• Maintain petty cash and prepare a statement of expenditures. Help prepare accounting, reconciliation reports/statements, and vouchers for several expenses and payroll for contractual staff.
• Help prepare administrative staff overtime; maintain records of utility bills of office and expatriate staff.
• Help monitor banking and treasury functions; review and process payments, replenishment, and liquidation to ensure compliance with accounting requirements in use of advance accounts.
• Help prepare arrangements for business travel and coordinate efficient deployment of transport services
• Help with compliance of annual administrative expense budget such as travel and staff consultants’ budget; monitor use to ensure that expenditures are accounted for and that deviations from forecasts are justified; establish and maintain a computer-based information system for budget administration and monitoring.
• Perform other responsibilities as may be assigned and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree in business administration, accounting, general management or related field
• At least 5 years of relevant work experience in administrative and financial accounting in international agencies
• Understanding of interactions between different administrative work areas and workflows and their purpose
• Solid numerical ability
• Proficient in using common Office applications like spreadsheets, and graphics software
• Knowledge of relevant ADB procedures and standards is advantageous
• Ability to provide work-related feedback to junior staff.
• Ability to liaise and collaborate with staff within and across teams
• Excellent command of written and spoken English.

Source: https://www.adb.org/careers/250104