WWF - Senior Finance Officer - TREEMAPS

TERMS OF REFERENCE

Position title: Senior Finance Officer - TREEMAPS Directly reports to: Finance and Administration Manager, WWF Thailand Supervises: Finance Officer and Accountant Technically supervises: Project Support Team (Finance and Administration)
Location: Bangkok, Thailand

Background WWF has a long established presence in the Mekong region, starting in Vietnam in 1990. Since then, WWF operations have grown to four Country offices based in Cambodia (Phnom Penh), Laos (Vientiane), Thailand (Bangkok) & Vietnam (Hanoi), including a Regional team in the Hanoi, Vientiane and Bangkok offices. The ‘Greater Mekong Programme Office’ was officially formed in November 2005 merging WWF Indochina (Cambodia, Laos, Vietnam) and WWF Thailand. In order to be relevant with partners at provincial levels and deliver conservation results in landscapes, GMPO has also developed 20 field offices across the 4 countries and 6 landscapes.
Following a strong track record of conservation delivery over the last 20 years, WWF has established both the credibility and presence to deliver conservation impact at all levels from provincial, to national to regional.
WWF Greater Mekong Programme Office has embarked on new strategic plan FY11-FY15. The new strategic plan outlines changes in the way WWF GMPO operates, both in conservation and operation aspects.

I. Major Function The Senior Finance Officer is responsible for general accounting management at WWF Thailand. He/she maintains complete and accurate financial records to ensure all transactions and project sites comply with the finance and accounting system, policies and procedures of WWF Greater Mekong Programme and donors, general accounting practices and legal requirements.

TREEMAPS WWF Thailand’s TREEMAPS project commenced in August 2011. The project is funded by the German Federal Ministry for the Environment, Nature Conservation and Nuclear Safety (BMU) and WWF Germany and WWF USA. The project duration is 3 years, from August 2011 until August 2014. This is the largest project managed through the Thailand country office and will require a significant percentage of the Senior Finance Officer’s time to ensure that the project meets all financial management requirements.

II. Major Responsibilities A. Action Plan and Work-plan Development and Implementation • Contribute to the development, review and update of finance and accounting action plan for WWF Thailand.

• Assist in the development, monitoring, review and update of finance and accounting activity work plans B. Budgeting • Assist Finance and Administration Manager in the development of annual budget for finance and accounting • Assist Finance and Administration Manager and Project Managers to review and develop project budgets when required and incorporate cost recovery in programme and project budgets • Work closely with Project Managers to make sure the project expenditures are in line with approved budget C. System, Policies and Procedures Management • Provide inputs to the development and revision of all necessary finance and accounting systems, policies and procedures to ensure all changes in the country and in local laws and regulations are reflected • Provide support to the Finance and Administration Manager in the planning and communication of all finance and accounting policies and procedures to staff if required • Monitor the implementation of the finance and accounting systems, policies and procedures to ensure that they are followed by managers and staff • Contribute to the development and control of a centralized accounting system to manage accounts effectively at WWF Thailand.

• Work closely with Finance and Administration Manager to ensure the proper use of accounting systems as documented under WWF International Field Operations Manual Part II and correct implementation and adaptation for local conditions and structures at the WWF Thailand.

• Monitor the operation of the WWF International approved ACCPAC for Windows accounting system in WWF Thailand.

• Provide support to the Finance and Administration Manager in developing the operational manual for projects in WWF Thailand. when necessary D. Overall Management • Oversee the day-to-day operation of accounting transactions • Review all transaction listings to ensure that the information is reasonable and correctly charged to the appropriate responsible projects.

• Oversee the operation of the ACCPAC for Windows accounting system in WWF Thailand and its field offices to ensure all transactions are updated to ACCPAC • Provide support to accounting staff in the operation of computerised accounting system (ACCPAC) and ensure accounting data back up • Ensure an efficient linkage between financial and programme data to support programme planning, budgeting, implementation and reporting as required across the organisation • Monitor the use and flow of funds on project accounts according to budget constraints. Liaise with donors to get funds for project accounts and ensure that there is no deficit of cash • Monthly and quarterly reconcile balance sheet accounts and follow up if any action needed • Provide support in the establishment of project bank accounts • Direct the preparation and management of third party contracts to ensure the compliance with all contract standards and procedures of the organisation and projects, and legal requirements, and timely payments as per schedule • Direct the transfer of staff salary, bonus, advances and payments upon approval • Work with Tax Department to register tax code, declare tax amount, tax refund, and reconciliation • Provide support to the annual internal and external finance and accounting audits and ensure audit recommendations are implemented • Maintain an awareness of developments and up-to-date knowledge of the finance and accounting management and legislation to ensure that the organisation complies with its statutory obligations and continues to take advantage of best practices E. People Management and Organisational Development • Assist the Finance and Administration Manager in the review of staffing requirements to maintain Finance Function at WWF Thailand.

• Involve in the recruitment and selection of finance and accounting staff at WWF Thailand.

• Provide orientation and reorientation to staff to help them understand the accounting systems, policies and procedures of the organisation if required • Responsible as direct line manager of Finance Officer and Accountants by reviewing individual work plan, managing performance, providing induction, training, coaching and advice to ensure that they are appropriately motivated and that they deliver the performance objectives • Update Finance and Administration Manager on performance of finance staff under technical supervision • Work with Finance and Administration Manager to identify training needs and development opportunities for supervised staff, to identify training needs in accounting for all staff at country office and provide training when required • Advise the Finance and Administration Manager on all statutory and constitutional requirements related to accounting to ensure the organisation operates in a proper and effective manner • Recommend to the Country Director any changes that might be required to develop or improve the organisation • Maintain an awareness of staff comments and any complaints to identify any areas that may need development of improvement F. Issue Resolutions • Provide comprehensive advisory and technical guidance to managers and staff and provide virtual support to the field offices on all aspects of general accounting to ensure that the organisation follows policies, procedures, and legal requirements • Assist Finance and Administration Manager to identify problems and solutions during the monitoring of financial situation of projects. Perform on-site visits to evaluate operations of the project offices when necessary • Respond to queries and requests for all information related to general accounting from other WWF Regional and International functions G. Monitoring and Evaluation, Reporting • Provide support to the monitoring and evaluation of finance and accounting for Thailand.

• Prepare monthly and quarterly financial reports for assigned projects, submit to donors following schedules as required by donors, and liaise with donors to follow up • Provide support to the Finance and Administration Manager in preparing year-end accounting and taxation reports, operating profit and loss account and balance sheet • Prepare reports on cost recovery • Make reports to the Governments when required H. Networking • Provide active participation to the GMPO’s monthly finance and accounting teleconferences and annual finance and accounting workshop • Establish and maintain good working relationships with donors • Promote and build good working relationships with all parts of the organisations • Maintain a close working relationship with the external auditors to ensure compliance and cooperation with their requirements and to provide an effective audit trail • Establish and maintain effective formal and informal links with suppliers, service providers, agencies, banks to ensure that the organisation is providing the appropriate range and quality of services • Promote the organisation’s image in the community by attendance at meetings and fora in finance and accounting management This TOR covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.

III. Working Relationships 1. Internal • WWF GMPO: Work closely with finance and accounting team of WWF Thailand and Project Managers. Interact with finance and accounting teams of regional and other country offices. Engage with and support WWF Thailand staff.

• WWF Network: Work with and provide support to WWF International auditors in related issues. Particularly with WWF Germany for TREEMAPS.

1. External • Interact regularly with government bodies, donors, counterparts, banks, tax agents, external auditors, consultants, suppliers. Engage with other organisations on finance and accounting systems and practices for learning and sharing

IV. Requirements 1. Education and Qualification • Bachelor's degree in Finance and Accounting, Business Management, Business Administration, or in relevant fields • ACCA qualification or equivalent is preferred 2. Knowledge • Thorough understanding of international and local finance and accounting standards • Good knowledge of fund accounting including reporting requirements of major Bi-lateral Aid Agencies • Fluency in both written and spoken Thai and English.

• Basic knowledge of environmental and conservation issues in Thailand is an advantage, however not essential.

1. Experience • 5 years of practical experience in finance and accounting management • Experience in implementing and monitoring the compliance of finance and accounting system, policies and procedures, preferably in the context of an international organisation • Experience in developing finance and accounting systems, policies and procedures is an advantage • Experience in providing training in accounting for non-accounting people • Experience of working in multi-cultural environment 4. General Skill • Leadership and management • People management, coaching, and capacity building/development • Interpersonal and teamwork • Virtual support • Report writing • Fluency in written and spoken English and local language • Proficiency in MS Office 5. Technical Skill • Communications and negotiation • Planning, organisation, and time management • Problem solving • Organisational awareness and service orientation • Proficiency in accounting software (ACCPAC)

• Risk management is preferred 6. Ability • Working under pressure and towards tight deadlines • Working on own initiative with minimum supervision and staying on task • Willing to travel to the fields when required 7. Personality • Detail focus • Disciplined • Full of integrity

V. WWF's Mission and Values 1. It is part of every staff member's terms of reference to contribute to WWF's mission:
WWF’s Mission is to stop the degradation of the planet's natural environment and to build a future in which humans live in harmony with nature, by:

• conserving the world's biological diversity - ensuring that the use of renewable natural resources is sustainable - reducing pollution and wasteful consumption.

1. It is also part of every staff member's terms of reference to embody WWF's values, which are: Passionate and Optimistic, Challenging and Inspiring, Credible and Accountable, Persevering and Delivering Results.

Salary Range: 36k – 46K per month (gross) depends on qualification, experience and competencies.
Interested applicant can send your application letter, profile to hr.th@wwfgreatermekong.org by 8 April 2012 Only shortlisted will be notified.