Thailand: Finance and Administrative Assistant (Thai Only)
Country: Thailand
Closing date: 15 Feb 2014
Vacancy Announcement
Institute for Global Environmental Strategies (IGES)
Regional Centre in Bangkok
Position title: Finance and Administrative Assistant (1 position for Thai national)
Salary: Depending on experience
Contract: Initially one year contract with 3 months probationary period and possible extension
Work hours/days: Full-time (7.5 hours/day),5 days per week except for Saturdays and Sundays
Place of work: IGES Regional Centre office in Patumwan, Bangkok
Background:
The Institute for Global Environmental Strategies (IGES) Regional Centre based in Bangkok is seeking a dynamic person with strong interest and relevant experience in project finance (budgeting, book keeping, and financial reporting), logistical support to event planning and organizing (conference venue booking/setting, hotel/travel arrangement, and other related matters), and overall office administrative support for the position of Finance and Administrative Assistant.
The successful candidate will be primarily responsible for financial and logistical support to the activities conducted by the Regional Hub of the Asia Pacific Adaptation Network (APAN). APAN is a regional network of practitioners responding to the growing and urgent needs in climate change adaptation. The network was launched under an initiative of the United Nations Environment Programme (UNEP). APAN’s work is supported by the Ministry of the Environment, Japan, the Asian Development Bank, USAID through the ADAPT Asia-Pacific Project, and others.APAN is part of the United Nations Environment Programme’s Global Adaptation Network (GAN). APAN organizes a number of conferences in the Asia Pacific region in collaboration with the APAN’s partner institutes.
The successful candidate will also provide project finance/logistical support to other projects that the Regional Centre implements as needed and assist the Regional Centre’s Office Manager in overall office management.
Duties and responsibilities:Under the supervision of the Office Manager, APAN Regional Hub Coordinator, and Director of IGES Regional Centre, the Finance and Administrative Assistant will be responsible for the following tasks:
Financial support
Assist in project finance. The tasks include:
o Develop and review the budget estimates for projects, prepare/obtain necessary supporting documents (quotations, etc.),
o Maintain accurate and up-to-date financial records, files(both soft and hard), and database in compliance with the institute-wide finance system,
o Handle procurement, maintain inventory, and make payment in accordance with the organization’s procedures,
o Prepare and review invoices and other supporting documents and prepare project finance reports.
o Settle matters and queries related to invoices, expenses, etc. in consultation with the Office Manager,
Logistical support
Assisting in logistical support to the events. The tasks include:
o Invite speakers and participants and prepare documents necessary for their travelling (invitation letter, visa, insurance, etc.),
o Maintain communication with the participants before, during and after the events,
o Secure venue, plan layouts, and make necessary arrangements/negotiating with venue manager and contractors/vendors,
o Disburse DSA/Per Diem and other expenses to participants in accordance with the organization’s regulations, and
o Prepare event/meeting materials and provide on-site assistance at the event.
In addition, the Finance and Administrative Assistant is expected carry out any other additional tasks as may be assigned by the Director of IGES Regional Centre and Office Managers necessary.
Requirements:
• Thai National with excellent command of the English language (writing and speaking) to communicate with the event participants, donors, and other stakeholders.
• Experience in programming, budgeting and financial management (tracking, reporting and accounting), and monitoring.
• Experience in planning, organizing and executing large-scale events with minimum supervision. Ability to pay attention to details in the preparation and execution of an event is a must.
• A minimum of 2-3 years of relevant experience in similar regional projects, international/regional development institutions or in the private sector engaging in financing and event management. Experience in living and working in Asia or the Pacific is a plus.
• A first-level university degree (BA) in accounting, business/public administration, operations management, social science, environment or related field is preferred.
• Excellent interpersonal, project management and organizational skills, including the ability to efficiently take up multiple tasks under pressure and tight deadlines.
• Basic computer skills (MS Word, Excel, PowerPoint, and others).
Reporting:
The Finance and Administrative Assistant will report to the Office Manager, APAN Regional Hub Coordinator, and as needed other project manager, and ultimately to the Director of IGES Regional Centre.
Term of Employment:
The term of this position is initially offered for one year with a possible extension subject to fund availability. Considering the time required for attaining a work permit for non-Thai nationals from the Thai authorities, an employment term of one year is usually initially offered. A probationary period of three months at the beginning of the term of employment will be also considered for applicants.
Place of Work:
The IGES Regional Centreoffice located in downtown Bangkok (604 SG Tower, 6th Floor 161/1 Soi Mahadlek Luang 3, Rajdamri Road, Patumwan, Bangkok 10330).
Compensation:
Salary will conform to the IGES Regional Centre’s payment system. Relevant work experience and professional skills will be taken into account. Income tax withholding and other requirements will be complied with under Thai laws.
Working conditions:
Annual paid leave and other holidays will conform to the practice in Thailand and in accordance with the relevant rules observed at IGES Regional Centre under Thai labour laws.
The application documents are not returnable.
About IGES and IGES Regional Centre:
Established in 1998, the Institute for Global Environmental Strategies (IGES) is an independent, non-profit environmental policy think-tank, with headquarters based in Japan that goes beyond research to provide practical ways to protect the earth's environment and to realise greater sustainability and equity in the global community. While the outlook of IGES is global, the principal geographical scope of its activities is the Asia-Pacific region. IGES activities include strategic research, outreach, networking/multi-stakeholder dialogue, and capacity development (http://www.iges.or.jp/).
Since 2003, IGES has been operating a project office in cooperation with the Regional Resources Centre for Asia and the Pacific (RRC.AP) of the Asian Institute for Technology (AIT), Pathumthani, Thailand. In 2011, the project office was upgraded to the IGES Regional Centre located in downtown Bangkok (Patumwan, Bangkok) to strengthen its functions and expand activities under the missions of IGES. IGES Regional Centre is a growing operation unit to respond to the needs of the institute as well as stakeholders in the Asia-Pacific region.
The main role of the IGES Regional Centre is to manage three networks that IGES provides secretariat services for, including Asia Pacific Adaptation Network (APAN), Asian Environmental Compliance and Enforcement Network (AECEN), Network for Integrated Planning and Sustainable Development Strategies in Asia-Pacific Region (SDPlanNet-AP), conduct/implement various region-wide activities including those that each network above has planned and others (ADAPT Asia-Pacific project, etc.), and to coordinate collaborative research with international, regional and national organisations and research institutes in the Asia-Pacific region. (http://www.iges.or.jp/en/bangkok/index.html)
How to apply:
A cover letter, recent CV (with photo), and salary history must be sent by email to the following address. The position is available now and will remain open until filled. Only short-listed candidates will be contacted for interview. Reference letter(s) from your supervisor(s) in the past positions (latest preferred) may be requested for short-listed candidates. Additional materials may be also requested in time for the interview.
Send your application to: regionalcentre-HR@iges.or.jp
