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Accounts and Administration Officer
Last Date: August 28, 2011
Email: HR@recoftc.org (Reference:
Accounts and Administration Officer
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.
The Accounts and Administration Officer works under the direct supervision of the
Country Program Coordinator (CPC), and in liaison with RECOFTCs 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:
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
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.
Oversee the day‐to‐day operations of the general ledger for Thailand Country
Process all payments for the Country Program Coordinators 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
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
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
Maintain records and file copy/original contracts for consultants/specific
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
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:
Diploma or Bachelors degree in accounting, finance, business management or
Minimum 3 years working experience in similar capacity, preferably for a non‐profit
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
Possesses confident personality, and able to take on and solve problems quickly and
Experience with various donors procedure.
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
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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