Head of Finance & IT

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 Internal 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.