Finance Coordinator (National Position)
Bangkok
- Organization: IRC - International Rescue Committee
- Location: Bangkok
- Grade: Mid level - Mid level
-
Occupational Groups:
- Operations and Administrations
- Banking and Finance
- Managerial positions
- Closing Date: Closed
Background/IRC Summary:
The International Rescue Committee
(IRC) responds to the world’s worst humanitarian crises, helping to restore
health, safety, education, economic wellbeing, and power to people devastated
by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the
IRC is at work in over 40 countries and 26 U.S. cities helping people to
survive, reclaim control of their future and strengthen their communities. The
IRC has been operating in Thailand since 1975 and currently assistance to
displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.
Job Overview/Summary:
The Finance Coordinator plays a
key role in assisting Deputy Director Finance (DDF) in supporting treasury,
accounting, budgeting and planning functions of Thailand Country Program that
includes the Crisis Response, Recovery and Development Department (CRRD) and Resettlement, Asylum and Integration Department (RAI) and
Protection Surge Capacity Project. Key responsibilities include review of
financial activities, staff training, field finance monitoring, management of
accounts and treasury and assisting in budget functions.
Major Responsibilities:
1) Financial
Verification:
Responsible for document/voucher verification with a value less
or equivalent to US$20,000 submitted to Finance Department to ensure that:
a. The IRC policies and donor regulations are adhered to.
b. Expenses are allowable, allocable, and reasonable as per
specific donor regulations.
c. The charging codes for payments submitted are correct.
d. The calculations are correct. (this includes test of the
mathematical accuracy of invoices, receipts and supporting documents to
payments)
e. The relevant supporting documents are attached.
2) General Ledger
Processing:
a) Manage and maintain entries of SUN System accounting
including chart of accounts, charge codes, exchange rates, transactional
details, etc.
b) Ensure the review of field office accounting transactions
before uploaded onto SUN system and ensure SUN System uploads on time and
timely submission of the country office SAF file to HQ.
c) Lead the country month-end closing process.
d) Generate, review, and analyze financial reports from SUN
System Application.
e) Ensure the SUN system backup, restoration and retention
procedure in place and follow for all SUN master files
3) Field Finance:
a) Supervise a proper and timely review of the financial
data submitted by field offices to identify weakness and problems and to
develop correction action:
b) Provide monthly feedback to the field finance teams
regarding their transactions coding or /and its supporting documents by email.
c) Inform DDF feedbacks on the financial data submitted by
field offices.
d) Analyze the monthly spreadsheets from the field offices
prior to uploading onto SUN System.
4) The Monthly Balance Sheet Account Reconciliation:
a) On a monthly basis, supervise the preparation of the
country office balance sheet accounts reconciliation report and relevant
supporting documents for a review by DDF and the other Deputy Directors /
Country Director.
b) Review the remarks on balance sheet accounts to discuss
with DDF.
c) Monitor the staff, vendor advances and other balance
sheet items before month end closing.
d) Review the inter-country transaction worksheet and ensure
the communication with the original country for confirmation on charging.
5) Cash Forecasting:
a) Ensure that the country program cash forecasts and Cash
Transfer Request (CTR) are accurate by working with field and program leads to
help them develop more accurate cash forecasts of their program needs.
b) Review cash projection prepared and submitted by other
departments.
c) Advise the monthly foreign currency conversions that
match the cashflow.
6) Training and Staff Management:
a) Assist in trainings for the program and operational staff
on the IRC Finance policies, accounting and budgeting procedures and financial
requirements as well as finance staff activities.
b) After a field office visit, prepare a written field trip
report for review by DDF that identifies key issues during the field trip
visits and provide follow-up
recommendations for improving control processes or procedures.
c) Ensure comprehensive performance reviews are timely
completed for discussion with DDF.
d) Provide new staff orientations when required
7) Payroll:
a) Supervise a monthly review of the outsourced national
payroll report to ensure accuracy, standard and financial controls are
maintained.
b) Review the preparation of the monthly international and
national staff payroll report and accounting entries including salary
allocations.
c) Review withholding reports and liaison with the Thai
revenue department to ensure compliance with national income tax and other
related regulations.
d) Review Shared Program Cost allocation processes and
methodology for overarching costs that comply with donor regulations on
allowable costs
8) Budgeting:
a) Prepare, revise, and maintain Country Office Operating
Budget and grant proposal budgets.
b) Work with program teams in preparing and/or revising
grant budgets to support new proposals or realignments to ensure adequate
coverage of country operating costs and headquarters costs.
c) Consolidate and update all grant pipelines from programs
and other departments on a monthly
basis and to propose and prepare budget revisions, as
necessary.
d) Review the monthly timesheet planning worksheet and send
it to all supervisors.
e) Supervise the preparation of and review Sun System Budget
uploads.
9) Reporting:
a) Prepare all monthly Budget versus Actual reports in donor
currency to ensure maximum utilization of budgeted amounts and to provide
recommendations for realignments as required.
b) Supervise the preparation of the required donor
financial reports for a review by DDF.
c) Prepare US federal funding Letter of Credit –LOC report
for HQ to ensure accurate appropriate balances are included to facilitate
grants implementation.
d) Analyze the unrestricted funds report and approved
allocations.
e) Prepare Ministry of Interior and Ministry of Labor
reports.
f) Supervise the implementation of BVA online system
including the data upload and verification.
g) Draft monthly and adhoc reports, including the monthly
country program financial management reports for a review by DDF.
10) Other:
a) Assist DDF with the internal and external audit when
required.
b) Assist in preparation of data required by SCAN Tool and
Integra System.
c) Perform other duties, as appropriate or requested
Key Working Relationships:
Position Reports to: Deputy Director Finance
Position directly supervises: Senior Finance Manager,
Management in Partnership for Field Finance Offices
Other Internal and/or external contacts:
Internal: Regional Controller, finance department of
other country programs, Program/Grants Managers/Coordinators, Supply Chain
Managers/Coordinator, DDO, DDP, field finance officers, and Internal Auditors,
etc.
External: Bank Managers, Revenue Department, payroll
provider, donors, and external auditors
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