Position Summary
The Finance & Operations Officer is responsible for providing high quality, flexible and effective financial, operational and administrative for People in Need in Thailand. The Finance & Operations Officer reports to the Head of Operations, and cooperate closely with other colleagues deployed in Thailand a (Head of Programs, Head of Finance, etc) and also with the Regional Administration Officer & Accountant for Asia based at HQ in Prague, Czech Republic.
Duties & Responsibilities:
FINANCE & ADMINISTRATION
- Assistance with communication and submitting/obtaining documentation from local authorities and institutions.
- Facilitating the submission of essential regular and yearly reports to the regulatory bodies.
- Act as the central point of contact for operational activities related to Thailand projects.
- Organizing meetings and drafting meeting minutes.
- Upon request, when and if possible, translation from/to Thai to/from English
- Contract administration and archiving for Regional Office in Thailand
- Facilitating the submission of essential regular and yearly reports to the regulatory bodies in Thailand.
- Focal point for THA level programme and project support activities
- Handles cash desks, invoices, contracts, and other financial documents.
HUMAN RESOURCES
- Following up on welcome emails for expatriate staff based in Thailand with specific information related to the country orientation
- Maintaining and executing initial induction and security briefing for expatriate staff within first 3 working days upon their arrival in Thailand
- Processing documents for visa/work/residency/other permits as needed and relevant, coordination and support of the process in cooperation with HQ and CP
- Accompanying expatriate staff to medical and vaccination centres and local authorities in case interpretation is needed
- Assisting expatriate staff with arranging their accommodation (short-term and long-term), local transportation, Thai SIM card, etc.
- Cooperation with RAO for Asia and other HQ and CP colleagues in revising the pre-deployment pack for Thailand
LOGISTICS & PROCUREMENT
- Central focal point for office coordination.
- Responsible for the set up and maintenance of office premises.
- Meeting arrangements (venue, catering, technical support, office supplies, etc.)
- Overall coordination of Headquarters (HQ) and/or Country Programmes (CP) support visits including assistance with flight tickets, accommodation and other travel arrangements
- Assisting with procurement (negotiations with suppliers, collecting procurement documentation, etc.)
- Maintaining a database of local suppliers (travel agencies, hotels, venues, etc.)
- Arranging delivery of accounting and legal documents from/to Thailand.
The duties and responsibilities outlined above are not exhaustive and other duties might be required depending on the needs of the PIN Regional Office in Thailand.
Requirements
- A bachelor’s degree or equivalent in business administration, project management, international development or a related field is preferred.
- Desirable three years minimum relevant work experience as a Finance & Admin Officer, Administrative/HR Officer, Procurement Officer, and/or related fields is preferred.
- Experience working with intergovernmental agencies, private sector, or NGOs is an advantage.
- Excellent communication and organization skills with demonstrated ability to work with diverse individuals and groups to serve as a major point of contact across multiple remote teams.
- Experience and knowledge in collecting and analysing data of the relevant tasks.
- Ability to track and manage multiple tasks concurrently, making regular use of productivity and organizational tools.
- Professional proficiency in working with Microsoft Office (MS Excel, Word, Outlook & PowerPoint). Experience in using any other office software is an advantage.
- Excellent administrative and organizational management skills with attention to detail and the ability to handle multitask in a changing environment.
- Excellent project and deadline management skills.
- Able to handle ambiguity and maintain a flexible and positive approach.
- Ability to work both independently and as part of a team.
- Fluent written and verbal communication skills (English & Thai). Ability to speak additional languages a benefit.
- This is a Thai national position
Benefits
People in Need offers:
- Salary and benefits according to PIN’s salary scale and HR policies.
- Opportunities for learning, trainings and capacity development.
- Working environment in a well-established and growing humanitarian organization.
- Flexible and challenging working environment with room for personal growth.
- A supportive RHQ and HQ that provides expertise and guidance.
