General description

The Administrative Assistant manages the day to day entry of obligations, liquidations and disbursements, ensuring obligations are entered in alignment with Post’s Operating Plan and ensuring that all payments are valid, authorized, and properly documented and recorded.  This position is also responsible for entering new vendors in the system, ensuring data is complete and accurate.  The Administrative Assistant works closely with the Director of Management and Operations (DMO), Financial Assistant (FA) and Cashier to ensure that all finance tasks are performed within internal control guidelines ensuring separation of duties and appropriate control processes.  S/he provides back up for Finance Assistant when required.

Finance and Accounting

• Enters obligations and commitments, ensuring obligations are in line with Post’s Operating budget and with appropriate supporting documentation; applying appropriate fiscal coding for payments and reviews these for accuracy and compliance with USG and PC regulations.  De-obligates balances as final payments are made to ensure Post has an accurate picture of funds available.
• Enters purchase orders, liquidations, disbursements and travel vouchers, verifying that all payments are valid, authorized and properly documented and recorded, in compliance with internal control guidelines.
• Maintains complete and orderly files of all obligations, liquidations and vendors, ensuring all changes to obligations are properly documented.
• Assists in Open Obligation Review and various financial analysis for effective budget management to ensure Post obligations are properly recorded. And proposed process improvement in the Financial and Administrative area.
• Assists in projecting budget needs for Post’s Operating Plan.
• Researches and reviews information regarding possible office purchases.  Requests bids/quotations for local purchases by telephone, correspondence or advertisement. Works directly with General Service function for procurement processes, including negotiation with vendors.
• Performs a variety of related clerical duties: Filing all vouchers and documentation, prepares and maintains accounting data, drafting correspondence, maintains log book and updating other necessary records.
• Holds a Purchase card for official payment such as office supplies and other non-related costs to travel.  Prepares report and allocates the statement on monthly basis.
• Responsible for preparing and managing contract activity as assigned by the FA.  Drafts routine contracts and agreements, determines relevant information to be included, estimates cost of contract and applies fiscal coding.  Preparation of contract amendments when necessary.
• Manages vendor data and information through financial system.
• Works closely with PC Washington and the US Embassy in the conduct of job duties.

Billing

• Serves as “Billing Officer.”  Records all payments owed to PC in financial system.
• Distributes Billing notices to all debtors.
• Maintains log and file copies of all payments created and cancelled.

Human Resource Management

• Has primary responsibility for the preparation of Time and Attendance for FSN, PSC and direct-hire employees.
• Assists with administrative process of recruitment and selection of post and pre-service training staff.
• Responsible for preparing and managing Short-Term contract activity as assigned by the FA.  Drafts routine contracts and prepare contract amendments when necessary.
• Coordinates with RSO of the US Embassy, Bangkok in PSCs’ background security check and Badge.
• Provides back up for all Human Resources functions in the absence of the Financial Assistant.

Volunteer Support

• Provides general administrative and financial assistance to support Trainees/Volunteers.
• Drafts emails related to Volunteer status using the Volunteer Database.
• Assists with Volunteers In Country Allowance reimbursements to Volunteers, ensures obligation balances are sufficient to process payments.

Other

• Assists in updating and translating Peace Corps Thailand manuals (Staff Handbook, Volunteer Handbook, COS Handbook, ET, etc.) and Administrative unit presentations.
• Trains new staff on financial and administrative processes at Post.
• Provides support to the DMO and the Country Director (CD) as requested.
• Other duties as assigned by supervisor and/or DMO.
• Serves as backup to the FA, Travel and Administrative Assistant (TAA), and General Service Assistant (GSA), on an as-needed basis.
• On an as-needed basis, maybe designated as an alternate cashier after successfully completing the most current cashier exam. Responsibilities as a cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing cashier duties.  (See MS 760 and OFMH 13)

As an alternate cashier – back-up responsibility for disbursement, accountability, examination, safekeeping, replenishment, and management of imprest funds in US dollars and local currency. 

Safety and Security

• Per Peace Corps Manual Section 270, all members of the Peace Corps staff must be familiar with the Emergency Action Plan and their responsibilities in the event of an emergency. 
• Must be knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
• Immediately communicates volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD.  Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

Qualifications:

• Bachelor’s degree required, preferably in accounting, finance, or business administration

• Experience: At least three years of experience working in accounting or finance, preferably including experience with an international organization.  Should include experience in maintenance of files and other administration. 
• Languages: Fluent in both Thai and English with strong English writing skills
• Knowledge, Skills, and Abilities:
  • Knowledge of basic principles of accounting and financial control
  • Organization skills and abilities, including the ability to maintain accurate and clear files and documentation
  • Proficiency with standard office computer programs include Microsoft Office programs (Excel, Word, Power Point, and Outlook), and Acrobat Writer program. The ability to learn new programs
  • Excellent interpersonal and communication skills; comfortable and willing to work in a collaborative team environment
  • Flexible, motivated and self-directed
  • Ability to act with diplomacy and tact with staff, PCVs, Trainees, community members and members of government while also upholding policies and procedures

Other Information, including Benefits:

• Expected Start Date:       After successful background security check
• Duty Station:                   Bangkok (Dusit District near Krung Thon Bridge)
• Insurance:                        Group Health, Life Insurance, and Workmen Compensation  Plan paid by Peace  Corps
• Bonus:                              Eligible for 13th month prorated bonus
• Holidays:                          Approximately 20 paid holidays/year (office closures on certain holidays)
• Annual Leave :                 11 annual leave (personal vacation) days/year to start 

Application Period: August 17 to September 15, 2020.

To apply: Submit a (1) required PC Job Application, (2) required cover letter or email explaining qualifications for the role, expected salary, interest in Peace Corps, and (3) optional resume to: PCThailandJobs@peacecorps.gov

Failure to follow the instructions will invalidate your application.

Required PC Application form and the full Statement of Work are here: https://www.peacecorps.gov/thailand/contracts

Notes: (i) Only Thai nationals only; no visa sponsorships. (ii) Only short listed candidates will be contacted. (iii) Contractors who resigned or voluntarily terminated full-time employment with Peace Corps in the past 12 months are ineligible for consideration. (iv) Current PC Contractors must have been in their current roles for at least 12 months to be eligible for consideration.

Contact : PCThailandJobs@peacecorps.gov

Detail : https://www.thaingo.org/jobs/detail/10080