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Finance and HR Coordinator Thailand (Based in Bangkok)

 

Finance and HR Coordinator Thailand

 

BACKGROUND OF THE PROJECT

Doctors without Borders Thailand (DWBT is a Thai organisation working to increase access to mental health in Thailand. The organisation is neutral, impartial and is solely medical in nature with no religious, political or human rights objectives.

DWBT is starting a project to primarily provide mental health services for victims of violence, including basic mental health and physiotherapy services and an appropriate system of referral where needed.

The project is expected to be based in Pattani province of Southern Thailand. DWBT will work to strengthen existing mental health system and to build local capacity through trainings and the provision of mental health services primarily focusing on women and children affected by the conflict. DWBT is a non political, non religious medical organisation and does not discriminate based on religion, race, political affiliation or sex.

1.TERMS OF REFERENCES

Location: Bangkok with frequent travel through the Deep South provinces

Contract period: Long term with 3 month probation period

1.1.Organogram

Reports to (Hierarchical):

Regional Head of Mission - Asia

Reports to (Functional):

Asia Resource Manager along with HR and Fin referents in HQ

Job Family:

HR, Finance, Admin

Supervises (Function):

Project Finance and HR Manager, Pattani

 

 

 

1.2.Justification of the position

Ensure completeness, correctness, timeliness and integrity of the financial and human resource administration on mission level

1.3. Main objectives/responsibilities of the position

1- Ensure completeness and correctness of budgeting and financial reporting for the mission, including donors and local authorities

2- Ensure compliance with DWBT financial, administrative and Human Resources policies and procedures in order to achieve mission goals effectively and keep strict control on the resources allocation.

2.RESPONSIBILITIES AND TASKS

ACCOUNTABILITIES Doctors without Borders (Thailand) Co. Ltd Level 32, Interchange 21 Building, 399 Sukhumvit, North Klongtoey, Wattana, Bangkok 10110 +66 2 6603848

 

Is an active member of the Mission Coordination Team (MCT), contributing to themission’s objectives definitions and missions strategic plans.

As a member of the coordination team and in close collaboration with them,andthe Field Managers, define and implement the organizational structure set up ofthe mission and its projects, designing charts and jobs, as well as the differentlevels of responsibility and delegation, in order to efficiently ensure missionstrategy deployment and to provide a value driven organization.

Together with the Mission Coordination Team and the Field Managers, plan HRoperational and budget needs in order to efficiently ensure the required sizing andcapabilities of the mission.

Support the Mission Coordination Team and Field Managers in the recruitmentprocesses, ensuring a coherent management of administrative and legalprocedures (recruitment, end of contract, payment of national and local taxes,proper upkeep of personnel files, management of overtime, etc.), all across themission in order to meet resources needs in a convenient manner.

Support the Mission Coordination Team and Field Managers in detecting trainingneeds according to operational requirements, in evaluating people’s performanceand in implementing the associated action plans in order to improve peoplecapabilities and their end results contribution to mission goals.

Define and coordinate the local implementation in the field, in accordance toDWBT practices and local regulations checking the monthly calculations of salariesand taxes, a fair rewarding policy in order to ensure internal equity, and adequatecompetitiveness and legal compliance.

Coordinate the implementation, according to DWBT policies, of careerdevelopment programs to high potential collaborators in order to increase longterm commitment and contribution.

Define and coordinate the internal communication policy, in collaboration with allfield coordination teams, organising personnel meetings and broadcasting DWBTvalues and vision, in order to boost people commitment, active participation andadherence to corporate values.

Coordinate the implementation of all administrative local protocols andprocedures, organising regular information meetings with all the personnel andsystematically participating in briefings of all the coordinators and managersconcerned (national and international), supervising the administrative processesfor expatriates and managing conflicts when appear, in order to ensure labourlegal compliance and to improve employer branding awareness.

Coordinate, in close coordination with the medical services, the implementation ofsafety/security/medical protocols in order to ensure healthy and risk-freeworking conditions for both the capital and field staff.

Provide support and guidance to line management in handling staff (expat ornational staff) conflicts

Coordinates the implementation of Homere including the preparation of thepayroll (in line with local legislation regarding social security/tax payments).

Is responsible to produce and coordinate the mission’s annual budget, in the most accurate and realistic manner, together with budget holders and in coherence with the annual operational plan, to update this budget throughout the budget cycle, to ensure means are relevant and proportionate, anticipate changes and challenges and plan accordingly.

Doctors without Borders (Thailand) Co. Ltd Level 32, Interchange 21 Building, 399 Sukhumvit, North Klongtoey, Wattana, Bangkok 10110 +66 2 6603848

 

Is responsible for monitoring expenses vs budget on a regular basis, to analyzevariances, to decide corrective actions if necessary,.,

Produces regular and adequate indicators to monitor financial health of themission, to produce and share relevant cost analysis

Is responsible to ensure proper implementation and respect of DWBT policies andguidelines, design or adapt relevant local policies, procedures and tools foroptimized management of the mission financial resources

Be responsible for the definition of the financial strategy for the mission togetherwith the Head of Mission and in collaboration with the technical referent at HQ,manage the funding agreements with donors, in particular: Coordinate andprepare proposals for donors.

Prepare the financial reports to donors.

Do donors’ contracts follow-up and analyze the need for amendments, verifyfinancial reports

Is responsible to train & coach all finance staff in the mission in all aspects relatedto accounting finance and budget, as well as sensitize key executive staff such ascoordinators, budget holders & and relevant managers on financial risks and theextent of their financial responsibilities.

Is responsible to assess and mitigate the financial risks on the mission, ensure thatreliable internal control systems are in place, and financial ethics is respectedwithin the mission

Is responsible to check that the administrative procedures related to taxes andpayment of social security obligations are followed, and comply with establishedlegal procedures in the country:

Is responsible, coordinate and ensure the operation of the treasury for the smoothrunning of operations at all times and maintain as much control as possible aboutthe security risks, in particular: Coordinate and prepare proposals for donors.

Prepare the financial reports to donors.

Do donors’ contracts follow-up and analyze the need for amendments

Monitor the payment of suppliers and staff salaries.

Is responsible to coordinate and supervise local audits relating to accounting, tax,labour matters as well as promote internal audits, in order to determine thelegality and veracity of the accounts of DWBT's mission.

Is responsible to coordinate and oversee the monthly closing of accounts with theaim that the statement reflects the financial reality of the mission.

Is responsible to implement a relevant organizational set-up of the mission, toensure that all financial obligations are met, while risks mitigated

Is responsible of the proper application of HR policies and associated processes(recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’sdevelopment and internal communication) in order to ensure both the sizing andthe amount of knowledge required for the activities he/she is accountable for:

Is responsible for supervising Services Contracts in the Mission (maintenance,rental of premises, etc). draft & check contracts and agreements in line with theexisting legal framework, decide on relevant insurance to subscribe, seek legaladvice when needed.

Ensures all Mission’s staff is briefed on the proper use of DWBT resources andethic-related expenditures.

Is responsible for the collection of information on resources and for translatingthem into a budget.

Doctors without Borders (Thailand) Co. Ltd Level 32, Interchange 21 Building, 399 Sukhumvit, North Klongtoey, Wattana, Bangkok 10110 +66 2 6603848

3.REQUIREMENTS

Education: University degree required, preferably in Economics/Finances/HR management

Languages: Fluency in Thai and excellent English in writing and spoken

Experience: At least 2 years of previous experience in relevant jobs with international organisations. Comprehensive knowledge of the local context

Skills: Proven communication and social skills (attentive listening, opened attitude,

empathy, respect, sensitivity, patience)

Established organisational and team work skills

Initiative, flexibility, creativity and analysis capacity

Adjustment to changes capacity

Essential computer literacy (word, excel, internet)

Essential knowledge of different therapeutic techniques

Academic experience

Interest in helping vulnerable people

Experience in developing capacity and awareness in mental health

Other: Dynamic, creative, flexible

Willingness and available to travel

Salary: 84,371 THB per month + an additional month bonus annually. DWBT also provides medical coverage for staff and dependants.

HOW TO APPLY

To apply, all applicants should please send their CV and cover motivation letter under the reference “FINANCE HR CORDINATOR” to dwbt.recruitment@gmail.com

Closing date: 5th December 2017. Replies will only be sent to short-listed candidates.

Contact : 0892185762

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