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Finance, HR and Administrative Team Structure Summary
APTN is currently in the process of restructuring its team to address the growing demands for internal and external reporting, the expansion of support provided to APTN country partners and grantees, and the continued adherence to the highest compliance standards. This restructuring initiative aims to enhance the existing administrative, financial, and human resources processes and improve workflow to accommodate the diverse financial capacities, reporting requirements, procedural standards, and staff capabilities across various teams responsible for financial management.
The scope of this organizational strengthening effort includes an increased focus on supporting our partners in financial management, refining sub-granting mechanisms, providing enhanced support and professional development opportunities for staff, and implementing regular training on standard operating procedures.
As part of this initiative, APTN is seeking an Accountant that understands the principles of accounting and sustainability on how an NGO works in practice and has a commitment to take practical steps in maintaining our commitment to the partners and the organisation vision and mission. This role will support all administrative and finance matters. You should be willing to encourage managers and budget holders to recognise and consider their financial management responsibilities and help create a culture that balances centralized control with decentralized decision-making. Finance staff have to work closely with programme staff to deliver good financial management. You must have strong interpersonal and team-working skills. This position reports directly to the Project Finance Lead.
The main responsibilities of this role will include the following:
Accounting:
- Process payments for office operations and maintain effective working relationships with suppliers, banks, and other external stakeholders.
- Manage petty cash, conduct weekly cash counts, and prepare petty cash reconciliation reports.
- Receive and record incoming donations in compliance with Thai laws, organizational policies, and ethical standards.
- Prepare, submit, and process payments for statutory obligations, including personal income tax, corporate tax, withholding tax, and Social Security Fund contributions.
- Prepare complete payment documentation, ensuring all supporting documents (e.g., purchase orders, invoices, delivery notes, payee details, and payment terms) are accurate and complete. Obtain authorized approvals and verify that payment amounts reconcile with receipts, accounting records, and bank statements.
- Process, monitor, and reconcile staff advances, reimbursements, and claims for operational and project activities in accordance with APTN policies, procedures, and donor requirements.
- Record financial transactions accurately in the petty cash register and accounting system (QuickBooks), and maintain organized financial records in both electronic and hard-copy formats.
- Prepare payment packages and supporting documentation for review and approval.
- Perform monthly bank, cash, and balance sheet reconciliations to ensure the accuracy and completeness of financial records.
- Serve as the primary focal point for banking matters, including collecting and submitting required documentation, preparing meeting minutes, and coordinating with banks to meet account administration requirements.
- Coordinate banking activities, including processing transactions and liaising with bank representatives on operational matters.
- Conduct monthly verification of fixed assets, inventories, and prepaid expenses, ensuring records are accurate and up to date.
- Ensure compliance with organizational financial policies, donor regulations, and applicable Thai legal and regulatory requirements.
- Carry out any other duties as assigned by the Supervisor, OPM, and ED.
Payroll:
- Assist in preparing monthly payroll transactions and ensure accuracy
- Distribute pay and maintain payroll records with confidentiality
- Submit payroll summaries for review and approval
Audits and Legal Requirements:
- Plan and support internal and external audits
- Present the finding reports to relevant stakeholders
- Ensure compliance with legal requirements, including government report submissions
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