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Accounts and Administration Officer

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RECOFTC
Location: Thailand
Last Date: August 28, 2011
Email: HR@recoftc.org (Reference: DevNetJobs.org)

Vacancy Announcement
Accounts and Administration Officer
(Temporary Position)
RECOFTC Thailand Country Program
Application deadline: 28th August 2011
RECOFTC – The Center for People and Forests holds a unique and important place in the
world of forestry. It is the only international not‐for‐profit organization that specializes
in capacity building for community forestry and devolved forest management. RECOFTC
engages in strategic networks and effective partnerships with governments, nongovernment
organizations, civil society, the private sector, local people, and research
and educational institutes throughout the Asia‐Pacific region and beyond. With over 20
years of international experience and a dynamic approach to capacity building –
involving research and analysis, demonstration sites, and training products – RECOFTC
delivers innovative solutions for people and forests.
RECOFTC is seeking an Accounts and Administration Officer to work in the Thailand
Country Program Office. The successful applicant will be based in Bangkok. The contract
duration is for 6 months with a possibility of extension.
Position Summary
The Accounts and Administration Officer works under the direct supervision of the
Country Program Coordinator (CPC), and in liaison with RECOFTC’s Manager of
Corporate Services, Accounting, Human Resources and Administration team in Bangkok.
The Accounts and Administration Officer is responsible for maintaining every aspect of
the RECOFTC Thailand office accounts and providing general administration/logistical
support to the Thailand Country Program Team. S/he will prepare project accounts for
submission to RECOFTC and project donors on a monthly basis, and ensure that the
office administration runs efficiently.
Responsibilities and Duties:
In general:
􀂾 Advise and assist Thailand Country Program Office staff and consultants in
administrative arrangements in Thailand Country Program activities, including
travel, conferences, information gathering and dissemination.
􀂾 Assist in budget planning, monitoring, procurement and management of specific
projects.
􀂾 Assist in finalizing, arranging and monitoring of contracts with donors, project
staff, consultants and partners.
􀂾 Maintain contact and communication with program and project partners.
􀂾 Assist in the planning and implementation of workshops, meetings, and training
activities, including travel arrangements, and related administrative matters.
􀂾 Monitor and follow up correspondence (Internally and Externally).
􀂾 Design and maintain an electronic and paper filing system.
􀂾 Maintain information databases, mailing and distribution lists, in coordination
with COMAF and relevant consultants and partners.
􀂾 Provide other administrative and secretarial support, including taking minutes of
meetings and following up on delegated tasks with the
􀂾 Perform other tasks as are assigned from Thailand Country Program Coordinator.
Specific Tasks:
ACCOUNTS
• Oversee the day‐to‐day operations of the general ledger for Thailand Country
Program
• Process all payments for the Country Program Coordinator’s approval
• Check and maintain financial records for settlement of advance payments
including of ensuring completed and correctness of supporting Document, follow
up of advances and report to the CPC in case of long outstanding advances
• Conduct monthly bank reconciliation
• Implement subsistence policies and procedures
• Liaise with local banks in day‐to‐day office business such as cash deposit and
cheque receipt, local transfers and foreign currency exchange
• Deal with administration of signatory panel for office bank accounts
• Prepare monthly/yearly financial reports and supporting documents as required
by RECOFTC and project donors and ensure these are prepared on time in a
systematic way, and liaise with relevant program and project staff on variances
in budget and actual expenditure
• Perform Monthly Reconciliation of Project funds with bank balances (Cash
reconciliation)
• Prepare control list for long useful life of office equipment (ex. Telephone,
Calculator, Handy drive etc.) and stationary for which the value is less than the
fixed asset criteria
• Assist colleagues in monitoring program and project budgets
• Participate and contribute in the Annual and Quarterly Planning and Budgeting
processes
• Comply with necessary applicable RECOFTC and project donor guidelines with
regard to the reporting
• Coordinate with Finance and Accounting Staffs in terms of financial issues.
• Liaise with Donors, Government officers etc., when required
• Coordinate with External Auditors and Internal Audit process both from
RECOFTC Head office and from Donors
ADMINISTRATION
• Maintain records and file copy/original contracts for consultants/specific
supplier
• Responsible for managing project owned property, including maintenance of
office, facilities and service contracts
• Prepare purchase request for office and facility supplies, and ensure that
purchases are made according to RECOFTC procurement policy
• Verify specifications of purchase orders, search catalogues or contact vendors to
obtain price and availability information
• Maintain office and project Fixed Asset Registration, in closely work with RECOTC
Administrative Assistant
• Maintain a good filing system for all program and project related documents
• Submit monthly administration report (in prescribed form) to the HR and
Administration Section at RECOFTC Bangkok
• Oversee and handle the dispatch and receipt of mails, letters and official
documents to/from Government agencies, and other organisations
Qualifications and Experience:
The Account and Administration Officer will have the following essential and desirable
qualifications and experience:
Essential:
􀂾 Diploma or Bachelors degree in accounting, finance, business management or
related fields;
􀂾 Minimum 3 years working experience in similar capacity, preferably for a non‐profit
organization;
􀂾 Good working knowledge of written and verbal English;
􀂾 Sound knowledge of Microsoft Office applications, including MS Excel.
􀂾 Able to work independently with minimum supervision;
􀂾 Vietnamese national only
Desirable
􀂾 Possesses confident personality, and able to take on and solve problems quickly and
efficiently;
􀂾 Experience with various donors’ procedure.
General
In addition to job specific skills and experience, the applicant should possess the
following characteristics (including attitudes and skills):
􀂾 Interpersonal communication skills, individually and in‐groups, with an ability to
work as an active member of teams. This implies flexibility and open‐mindedness.
􀂾 Initiative and ability to make informed independent judgments within an overall
team approach
􀂾 Ability to work in a variety of culture and institutional contexts.
Please send applications to HR@recoftc.org, and include a cover letter, curriculum vitae,
and current contact details of three referees, including recent supervisors. Please quote
the position title in the subject line of the email. Only short‐listed candidates will be
notified. A remuneration package in line with qualifications and experiences will be
negotiated with the selected candidate.
To learn more about RECOFTC, please visit our website www.recoftc.org
RECOFTC is an equal opportunity employer and the successful candidate will be
selected based on merit.

 


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