Thailand: FINANCE AND OPERATIONS COORDINATOR

Asylum Access is an innovative non-profit founded to make refugee rights a reality in Africa, Asia and Latin America. We help refugees assert their fundamental rights using four integrated tools: individualized legal counsel and/or representation, community legal empowerment, policy advocacy and strategic litigation. With offices in Ecuador, Mexico, Thailand, Tanzania and Malaysia, we provide direct legal assistance reaching over 10,000 refugees per year.

Position based in Bangkok, Thailand.

Duration: 2 years’ contract

Reporting

Report directly to the AAT Country Director for all work responsibilities and professional development, also to liaise with Asylum Access Headquarters (AAHQ).

General responsibilities

The Finance and Operations Coordinator will assist the Director in the support of financial processes, human resources, administrative, logistic, and operational duties for AAT. This includes managing recruitment processes and procurement, and assisting in preparations for all training events. In addition, the Finance and Operations Manager will work closely with AAHQ’s Global Financial Associate Director and Accountant as well as the AAT leadership Team to update the working budget and to maintain financial processes in accordance with Asylum Access policies and procedures.

Job Responsibilities

*Finance:***

· Act as the Finance focal point for AAT and supervise the Administrative Officer

· Follow finance policies and procedure from AAHQ and properly develop and adjust them for AAT as needed

· Ensure AAHQ receives BBR, receipts, and bank statements within 30 days of month end

· Create training materials and facilitate trainings regarding any BBR changes or updates as needed and in collaboration with the Finance and Accounting Manager at AAHQ

· Oversee and ensure the accuracy of AAT banking including check deposits, bill payments, and liquidity monitoring

· Collaborate with the Country Director and Finance and Accounting Manager (AAHQ) to create grant budgets and reports

· Analyze collected financial data to make budget decision suggestions to the Country Director and AAHQ

· Provide monthly updates on AAT finances to the Country Director and leadership team

· Ensure AAT maintains strong financial and accounting internal controls to ensure the reliability of financial reports

*Human Resources:***

· Ensure that all HR and company policies are fully promulgated

· Ensure that all employees and VLAs receive training on and adhere to Asylum Access policies

· Lead the recruitment and hiring process of new local VLAs or staff members in collaboration with either the team member at AAT or a team member at AAHQ

· Adhere to Asylum Access hiring procedures for both staff and VLAs; ensure AAT upholds fair and equal employment standards

· Ensure all employment contracts and related policies meet Thai legal requirements and Asylum Access policies

· Prepare contract and induction package for new employees

· Collect and safely store required personnel paperwork for all staff and VLAs including but not limited to signed MOUs and contracts, proof of identification, work or volunteer visas (if applicable), job descriptions, and performance evaluations; ensure AAHQ receives copies of all personnel files for storage

· Ensure that all managers conduct performance evaluations for all AAT staff members; implement performance evaluations for direct reports

· Monitor employee engagement at all levels in the organization and work proactively to avoid burn out and high staff turn over

· Assist AAHQ with evaluating current HR and AAT policies; identify gaps in policies and ensure policies abide by local law

· Develop and oversee transition plans for outgoing leadership staff including but not limited to transfer of cases, organizational knowledge, and documentation of processes and procedures

· Lead the development of a training curriculum for all new staff members and administer training

· Work with AAHQ to ensure the completion of full onboarding for new staff

· Facilitate and ensure exit interviews are conducted for all exiting staff and VLAs; analyze feedback and send interview and analysis information to AAHQ for record-keeping

· Ensure all staff leaving AAT return AAT belongings and have proper handover note before final payment is released

*Operations:***

· Support the construction and promulgation of all Asylum Access Policies and Procedures as approved by AAHQ and in accordance with national Thai law

· Ensure that AAT completes yearly operational annual plans and that relevant staff continually update operational annual plans, as projects progress

· Identify and mitigate risk for AAT, including the identification and acquisition of all necessary insurances

· Notify AAHQ in a timely manner of any potential risk posing a threat to the safe and efficient operation of AAT

· Ensure AAT maintains an office evacuation plan and provide training on safety and security to staff member

· Ensure all staff and VLAs receive training on important human resources policies including, but not limited to, anti-sexual harassment

· Develop and implement a clear, legal system for employees to report complaints including, but not limited to, issues of sexual harassment or discrimination; immediately report all complaints to AAHQ staff

· Ensure that all employee and VLA complaints receive immediate attention and is responsible for ensuring AAT takes necessary steps to effectively and fairly respond to complaints in order to legally protect Asylum Access

· Update AAHQ on AAT programmatic and organizational (operational) progress

Qualifications and Requirements:**

· Bachelor's degree or equivalent with 5-6 years relevant experience, or Master's degree or equivalent with 3-5 years relevant experience

· 3-5 years working experience in finance, human resource, administration, operations, or logistics management

· Proficiency in Microsoft Office and Excel software packages

· Excellent communication skills in English and Thai

· Experience in budget planning skills, attention to details and quality output focus

· Organizational skills, including analytical and critical thinking

· Excellent interpersonal and teamwork skills and ability to work with different groups and nationalities

· Ability to multi-task and cope with competing demands under tight deadlines, identify priority activities and assignments, adjust priorities as required

· Experience of working with refugees and knowledge of Labor Laws and Tax Laws will be an asset

Salary is negotiable depending on experience.

To apply: Candidates interested in the position should submit a CV, Cover Letter, and expected salary including 3 references, to AAT’s Administrative Officer at apply.**aat@asylumaccess**.**org** Please insert “**Finance and Operations Coordinator** –name of applicant” in the subject line of the email.

Closing date: 31 January 2017

Only shortlist candidates will be contacted.