Head of Finance & IT

Grade: Professional · Schedule: Full time

EXTERNAL ANNOUNCEMENT

TITLE: Head of Finance & IT

Contract Type: National

TEAM/PROGRAMME: Finance Team

LOCATION: Bangkok, Thailand

CONTRACT LENGTH: Open-ended

ROLE PURPOSE:

The Head of Finance & IT is a permanent member of the Senior Management Team (SMT) of the Save the Children (Thailand) Foundation (SCT), and shares the responsibility for establishing the direction and overall coordination of SCT. The post holder will be accountable to the Executive Director of SCT, the Board of Directors of SCT, including the Treasurer of the Board, to develop and maintain a secure and effective financial system for SCT, to monitor and ensure its financial sustainability, and to support its growth as an independent organisation.

The Head of Finance & IT ensures accurate and appropriate budgeting, cash flows, financial controls, recording, monitoring and reporting in emergency and development programming contexts to Save the Children and the donors. The position serves as a resource for training and supporting programme staff and partners in their financial responsibilities. The Head of Finance & IT is tasked with driving the organisational culture and ensuring a healthy and productive work environment in SCT.

The desired position holder is expected to be a great team player and work and collaborate effectively across SMT Team members, within Finance team members and with various stakeholders (including local and regional/global Save The Children movement).

SCOPE OF ROLE:

Reports to: Executive Director

Staff directly reporting to this post: 5 ( 1 Finance Manager, 1 Finance Coordinator, 1 Sr. Finance Officer & 2 Finance Officer)

Staff indirectly reporting to this post: Finance Assistant (Mae Sot), Finance Assistant (Pattani)

Role Dimensions: The post provides overall financial management to Save the Children (Thailand) Foundation (SCT) with 100%.

KEY AREAS OF ACCOUNTABILITY:

Financial Control

• Lead day-to-day Finance operations, including using Agresso accounting software and reporting monthly to the Executive Director.
• Manage and monitor bank and cash operations, including cash flow forecasting and supervising the petty cash system, review the cash vouchers along with the supporting documents, ensure quick payments, effective use of cash management; provide reasonable services to the stakeholders, assist in smooth operation of goods and services procurement, including having the full month end process and cash count verified by a person independent of the finance operations.
• Check that all payments comply with SC financial guidelines and donors.
• Ensure that staff salaries and benefits are paid according to contract and increments and cost of living increases are added at the appropriate times; and that all tax liabilities according to the country rules and regulations are met accurately and on time.
• Provide the Senior Management Team (SMT) and all budget holders a monthly update on the budget variance analysis (BVA) in a timely manner after the system hard close, ensuring the analysis meets the needs and standards required by the key stakeholders and budget holders, and provide support in reviewing expenditures and budgets/ forecasts.
• Ensure the integrity of all accounts, prepare the monthly financial reviews (MFRs) with all control accounts reconciled.
• Ensure quarterly effort reporting is prepared, reconciling timesheets with charges made in the finance system. Investigate major variances, make appropriate adjustments, and share the reconciliation with the Regional Office.
• Coordinate submission of control reports, respond to findings and recommend resolutions or action plans.
• Enforce the organization's fraud policy and update financial risk assessment and action plans.
• Ensure that SCT operates within its Bank and Cash procedures, coordinating the funds request from the budget holders to the regional office and ensuring that the minimum level of cash is in the bank accounts and petty cash.
• Support the timely submission of financial reports and attachments to members, individual donor timeframes and requirements and government regulatory agencies.
• Ensure multi-currency accounting involves recording transactions into the system. It includes managing multiple currency balances in the general ledger, tracking exchange rates, calculating gains/losses, and reporting in a base currency.

Compliance and Iternal Control

• Ensure SCT complies with all Save the Children Financial Management Operating Standards and Standard Operating Procedures, including the requirements of the SCI Finance Procedures Manual.
• Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control, including:
  • Annual accounts and tax statement preparation;
  • Financial procedures during emergency responses, including meeting all relevant responsibilities in the Rules and Principles for Emergency Response;
  • Expenditure procedures, especially around procurement;
  • Documentation of all controls and procedures;
• Identify and effectively manage all key risks, especially financial, related to SCT's activities
• Ensure that systems are in place for the control of all assets, funds, equipment, property, and facilities.
• Participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment in both development and emergency contexts.
• Coordinate and assist any internal or external audits.

Treasury

• Support the treasury compliance policy, for all financial matters, including the consideration, settling, approving and executing all agreements, documents, certificates, instruments, claims and transactions, and to open, operate and close bank accounts as prescribed by law in any country.
• Ensure the management of SCT's FX exposure and Fx gain and losses.
• Oversee monthly fund requests from projects and associated fund requests to Centre Treasury.
• Ensure the SCT Interest Policy that SCT maximizes interest returns on available funds whilst minimizing risk to available funds.
• Review the monthly arrears, Donor current bank balance report, Fx report, and interest for reporting to the Executive Director.

Financial Reporting

• Develop and implement management reporting to support organizational decision-making. This will include the coordination and production of monthly and quarterly management reports and KPI dashboards to agreed timescales (or more frequently as required).

Planning and Budgeting

• Lead on the development of budget plans and twice-yearly forecasts.
• Track programme budgets and advise budget holders on budgeting, expenditure patterns and necessary plan adjustments.
• Ensure costs, including shared costs, are properly charged to awards.
• Ensure donor financial conditions are adhered to.
• Assist the Executive Director in the financial management of SCT resources, including (a) the formulation of country resource allocation, (b) providing effective support and guidance to the Senior Management Team and other key program staff during planning and allocation exercises, (c) monitoring the implementation of donor agreements and resource utilization. Highlight variances, provide analyses and recommend resolution or reallocation of resources.
• Participate in ensuring that finance and awards procedures are detailed in the SCT Emergency Preparedness Plan in order to enable rapid scale-up.
• Monitor the organization's financial sustainability and include long-term project/ income expenditure planning.
• Together with operations teams, lead on the development and revision of budgets for new project proposals.

Finance Support for Fund Raising

• Ensure compliance with financial regulatory requirements for domestic fundraising, best practices and other relevant organization rules.
• Work closely with our fundraising team to set up and support the achievement of the required targets the Fundraising Team sets.
• Create financial tools for maintaining a fundraising finance database.
• Provide the fundraising financial report highlighting financial trends and analysis.

Information Technologies (IT)

• Ensure the implementation of Information Technologies (IT) as per Global guidelines
• Oversee the IT support service provider to manage and maintain the organization's IT infrastructure.

Staff Management, Mentorship and Development

• Ensure appropriate staffing within finance through the recruitment and training of finance staff as appropriate and ensure the availability of appropriate professional development opportunities for staff.
• Ensure that all staff understand and are able to perform their duties with regard to financial management through induction and training of key programme staff, and manage the performance of the finance team, setting clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.

As a member of the Senior Management Team, will contribute to

• Role-modelling of an organizational culture that reflects our values promotes accountability and high performance, encourage a team culture of learning, creativity and innovation, support our people to deliver outstanding results for children and excellent customer service for colleagues, members and donors.
• Active and regular working relationships with host government authorities and partner agencies, including humanitarian and development donors and local and international NGOs.
• Close coordinate with the Board of Directors, and the Treasurer of the Board, on financial matters and financial oversight.

BEHAVIOURS (Values in Practice):

Accountability:

• Hold self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Hold the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Set ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourage their team to do the same.
• Widely share their personal vision for Save the Children, engage and motivate others
• Future orientated, think strategically and on a global scale.

Collaboration:

• Build and maintain effective relationships, with their team, colleagues, members and external partners and supporters.
• Value diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.

Creativity:

• Develop and encourage new and innovative solutions.
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency demonstrate highest levels of integrity.

QUALIFICATIONS:

• Thai Nationality
• At least 7 years experience in a senior finance and/ or office management post
• Ability to speak, read and write in Thai and English as working languages
• Proficiency in computer use with various software packages and Advanced user on Microsoft Excel

EXPERIENCE AND SKILLS:

• Familiarity with accounting package
• Experience of staff line management
• Experience of negotiating service contracts and procurement, ensuring compliance with organizational policy and value for money
• Experience of budget development and management
• Experience of donor reporting and liaison, including negotiating with donors
• Experience of advising staff on budgetary management and partners on accountability
• Experience of working with international NGOs
• Excellent organizational skills and a track record of consistently delivering on time.
• Excellent communication skills

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SC Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding and Counter Fraud our Staff:

The post holder is required to carry out the duties in accordance with the SC safeguarding and counter fraud policy.

Health and Safety

The role holder is required to carry out the duties in accordance with SC Health and Safety policies and procedures.

Interested candidates should apply and submit a motivational letter, comprehensive CV, expected salary and details of at least 3 referees.

Due to the volume of applications, only shortlisted candidates will be contacted.

“We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse”