Finance & Administration Officer – Southeast Asia At SoCha LLC

Background

SoCha (a portmanteau of Social and Change) has an expanding profile of monitoring, evaluation, and learning projects across Asia and seeks a qualified Finance and Administrative Officer to support these projects in the near term. The Finance and Administrative Officer will be responsible for overseeing procedures for finance and administrative tasks to ensure the project team is able to achieve project goals.

Scope of Work

This position manages and provides oversight across finance and administrative matters in the Asia office. The Finance and Administrative Officer will manage all aspects of day-to-day running of the office.

Financial Management, Policies and Procedures:

• Manage and produce the offices’ accounting, human resources, procurement, logistics, and administration tasks.
• Ensure compliance with SoCha policies and procedures for finance, procurement, and human resources.
• Prepare all financial activities and forward to the global office for checking accuracy and quality of information.
• Analyze financial information and reports, identify problem areas, take remedial action where necessary, and make recommendations to the relevant HQ point of contacts, team leadership, and other staff as appropriate.
• Conduct analyses of records of current and past operations to determine trends and monitor the financial health of the organization.
• Ensure the timely submission of high-quality financial reports for internal and external audiences, including but not limited to monthly field reports for SoCha’s home office and quarterly accrual reports.
• Analyze budgeted-to-actual expenditures and “burn rate”.
• Proactively draw attention to any problem areas and initiate solutions in consultation with HQ leadership as required and other staff as appropriate.
• Ensure timely monthly closing of accounts and sending the relevant reports to HQ before the deadline.
• Produce regular analyses of income and expenditure to assist the HQ finance team in the budget monitoring process.
• Prepare budget guidelines and support the annual budget preparation (regional).
• Support Local Team Leads with timely, high-quality financial information and analysis.
• Oversee monthly payroll and preparation of social charges and tax remittances for staff.
• Review all project bank and cash accounts at the end of every month.
• Prepare monthly reports on outstanding advances and work with employees and supervisors to clear advances.

Office Management

• Oversee operation and maintenance of the Asia office.
• Responsible for booking of office space by clients and supporting relevant client needs.
• Responsible for the office petty cash and bill payment.
• Oversee the office cleaning and maintenance needs and liaise with relevant vendors.

Procurement and Logistics

• Plan and arrange all logistics for regional activities and other project activities.
• Coordinate and ensure provision of procurement and administrative support for all regional activities.
• Collaborate with local team leaders to draft and manage contracts with vendors and service providers.
• Foster and manage all relationships with vendors and service providers as well as ensure compliance with the terms of their contracts or service agreements.
• Draft Requests for Quotations/Proposals, coordinate proposal reviews, and write selection memos in accordance with SoCha policies.

Personnel

• Act as liaison between the company and the local payroll firm to ensure leave is managed appropriately and all local labor requirements are met.
• Manage the office leave calendar.

The tasks outlined above are indicative, but not exhaustive for the role and other tasks may be assigned by the employees’ line manager or their designee.

Minimum Qualifications and Experience

• Bachelor’s degree (finance, accounting or related degree).
• A minimum of five (5+) years of demonstrable experience managing finances and administration for international development projects.
• Excellent communication skills in English and Thai, local languages beneficial.
• Knowledge of MS Excel and Word.
• Experience with accounting software, ERPnext highly beneficial.

Location

Chiang Mai, Thailand

LOE/Contract

Full-time position for the project duration, following an initial probation period.