Finance and Administrative Officer, EpiC HIV and GHS Thailand

JOB SUMMARY:

The Finance and Administrative Officer position specifically provides financial and administrative support in the development and implementation of the EpiC Project both HIV and GHS in Thailand.

The Finance and Administrative Officer assists the Finance & Admin Team in supporting administrative coordination, documentation, procurement, payments including advances and advances clearance, day to day operational activities as well as work closely with the Finance & Admin Team to ensure smooth project operations.. The incumbent of this position is also responsible for accounting systems (GFAS) such as data entry and transactions.

DUTIES AND KEY RESPONSIBILITIES:

1. Financial Function

• Provide administrative and financial support such as troubleshooting, updating activity work plan, coordinating with administrative team on travel arrangements, processing advance clearance as well as monitoring program activities.
• Support project team members administratively and financially to provide high quality deliverables to vendors.
• Supports coordination of technical visits, travel authorizations, travel expense reports, and contract agreements to support implementation of the project.
• Ensure all financial transactions, adjustments, and entries are accurately recorded in the accounting system (GFAS) and reported to internal stakeholders in a timely manner.
• Maintain the accounting system(GFAS) to support program monitoring, evaluation, and informed decision-making, and submit reports to internal stakeholders as required.

2. Budget Monitoring and Compliance

• Monitor project budgets in coordination with program and finance teams to ensure expenditures align with approved budgets and timelines.
• Review invoices, general ledger entries, journal entries, and payment requests for accuracy, completeness, and compliance.
• Ensure compliance with FHI 360 policies, donor (USG) regulations, and financial procedures.
• Conduct expenditure tracking and financial analysis to support effective resource utilization.

3. Payment Processing and Internal Controls

• Prepare, process, and record payments, ensuring accurate calculation and application of withholding taxes in compliance with local regulations.
• Conduct pre-audits of vouchers, invoices, and supporting documentation to verify accuracy and completeness.
• Ensure proper coding, documentation, and authorization of all financial transactions. Maintain strong internal controls to safeguard project funds and ensure audit readiness.

4. Financial Systems and Data Management

• Maintain organized financial filing systems (physical and electronic), including shared platforms.
• Ensure timely updating and integrity of financial data across systems.

5. Administrative Support

• Provide administrative support to program teams, including document preparation, filing, scheduling meetings, and logistical coordination.
• Maintain records of administrative documents, including service contracts and agreements.
• Support office operations, including supplies, equipment maintenance, and coordination with vendors.
• Assist in preparing reports, presentations, and correspondence as required.

6. Travel and Logistics Coordination

• Arrange travel logistics for staff, consultants, and visitors, including flights, accommodation, and visas.
• Coordinate logistics for meetings, workshops, and events, including venue selection and vendor coordination.
• Maintain travel records and support travel reporting requirements (e.g., ISOS tracking).

7. Coordination and Communication

• Liaise with internal teams, partners, and external stakeholders to ensure smooth financial and administrative operations.
• Support coordination between finance, program, procurement, and administrative functions.

8. Other Duties

• Perform other related duties as assigned to support program implementation and organizational objectives.
• Handle confidential and non-routine information with discretion and provide guidance on departmental policies and procedures as required.
• Support management in assigning and coordinating tasks and responsibilities for project implementation.
• Assist the Finance & Admin team in organizing logistics for conferences, workshops, meetings, and other program activities.
• Proactively identify opportunities to improve workflow and strengthen administrative and clerical systems.

QUALIFICATIONS:

Education

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.

Professional Experience

• Minimum of 3–5 years of progressively responsible experience in accounting or financial management.
• Experience working in donor-funded projects, international organizations, NGOs, or development programs is highly desirable.
• Proven experience in general ledger management, financial reporting, and reconciliations.
• Experience supporting financial audits and responding to audit findings.
• Strong knowledge of accounting standards and principles
• High proficiency in Microsoft Excel and other relevant financial tools.
• Understanding of local tax laws, statutory reporting, and payroll processes.