Finance Coordinator (National Position)
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.
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.
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
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
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
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.
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.
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