With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

JOB PURPOSE:

The RO Finance and Admin Coordinator plays a vital role in ensuring the smooth and effective functioning of administration and general services at the Bangkok Regional Office. This includes overseeing office and facility management, maintaining compliance with office registration and government reporting requirements, and managing visa and work permit processes for international staff. The role is also responsible for proper cash and bank management, timely and compliant processing of payment transactions, and accurate bookkeeping in line with WVI policies and guidelines. In addition, the position supports the coordination of meetings and events hosted in Thailand and ensures that all office procurement requests adhere to relevant procurement policies. The coordinator is expected to serve with a high level of integrity, humility, and professionalism, fostering strong collaboration with both internal teams and external stakeholders to uphold operational excellence across the regional office.

MAJOR RESPONSIBILITES

Office Administration and Facility Management/Procurement/General Services

Ensure compliance with relevant laws and regulations related to workplace safety and securityOversee the renewal process of all permits, certifications, and other requirements to maintain government complianceEnsure maintenance and outsourced service contracts are in place, including for legal services, lighting, air conditioning, water dispensers, coffee machines, and housekeepingEnsure all office equipment is functioning properlyManage office space leases, including renewal, relocation, or reinstatement as neededSupport other departments alongside the admin team to accomplish required tasksProcure goods and services in compliance with applicable policies, as identified or requested by staff in the officeManage relationships with contracted suppliers, such as hotels, the travel management company, and the office lessorAdvise and support the Regional Director for Finance Services and other leadership, as needed, on all matters related to administrative concerns in the Bangkok Regional OfficeDevelop administrative systems that establish and maintain efficient processes to support each team member’s functionsAdministrative services are delivered effectively and on time to both staff and visitorsAll regulations are complied with, and government agencies provide necessary licenses, permits, certificates of adherence, and other required documentationFacilities and equipment are secure, sufficient, and fully functionalOffice assets are well managed and accounted forAll purchases are properly documented, efficiently processed, and compliant with review requirements and audit standardsRobust administrative systems are in place to support office operations and ensure smooth service for visitors and event participants

Financial Management

Manages the cash and banking operations of the Bangkok Regional Office by preparing monthly cash requests and forecasts, maintaining bank balances and accounts, and serving as the primary point of contact for communication with banksReviews and monitors petty cash operations, including replenishmentsPrepares and processes payment requests, ensuring adequate supporting documentation in accordance with WVI and donor policies and regulationsManages the recording of financial transactions within the Regional Office, overseeing various journal entries such as CV (Cash Disbursement), DV (Deposits), and JV (Journal Entries), including entries related to vendors, staff, Concur reports, and other paymentsEnsures that suppliers, staff, partners, and other entities undergo block party screening before initiating any transactions or executing contract agreements; provides quarterly summaries of these entities for BPS report desk reviewReviews and approves finance related Concur transactions and ensures that all related journal entries are accurately recordedPosts journal and provide advice and consultation for DPRK-related transactionsTransactions are in line with WVI policies and standards before payments are madeAccurate and timely financial transactions are recorded and reported in compliance with WVI and donor policiesSmooth cash flow and banking operations are maintained, ensuring availability of funds and effective coordination with financial institutionsEfficient payment processing and expense management support program delivery while meeting audit and compliance standardsProper due diligence and financial risk controls are in place, minimizing exposure through consistent screening and documentation practices

International Assignees Settlement and Support

Lead the process of obtaining and renewing visas and work permits for incoming international staff, ensuring timely completionCoordinate with outsourced firms for visa, work permit, and immigration processes for international staffSupport and arrange temporary housing for incoming and outgoing regional expatriate staff, including hosted staffCollaborate with housing agents and incoming expatriates to identify suitable housing options and negotiate the best possible termsSupport the settlement of all housing-related obligations as per agreement upon the termination of expatriate lease contractsInternational staff are fully supported with timely visas, work permit processing, and smooth housing arrangements, ensuring compliance and a positive onboarding/offboarding experienceExpatriate housing and relocation processes are managed efficiently and cost-effectively, with all obligations fulfilled in accordance with agreements and organizational standards

Event Management

Ensures hotel contracts and vendor agreements are in place by proactively exploring economical and high-quality accommodation options that meet both organizational standards and budget considerationsBuilds and maintains strong relationships with hotels and service providers to secure favourable terms, ensure consistent service quality, and support long-term partnershipsOrganizes, assigns, and monitors resources, including outsourced event support services, to ensure successful coordination and high client satisfaction for all WVI events hosted in ThailandReviews and negotiates hotel quotations and event packages, evaluates proposals, and provides recommendations for final selection to ensure value for moneyActs as the primary APRO contact person during events to address real-time issues and resolve concerns in collaboration with hotel staff and event stakeholdersProvides on-site logistical and coordination support during seminars and training sessions, ensuring a seamless participant experience and operational excellenceConducts post-event evaluations and cost analyses to identify opportunities for improving event efficiency, quality, and budget optimizationCost-effective and high-quality venues and services are secured through strategic sourcing, contract management, and strong vendor relationships, supporting impactful and budget-conscious events.WVI events in Thailand are executed smoothly and professionally, with timely coordination, responsive issue resolution, and high participant satisfaction.Event processes are continually improved through post-event evaluations and cost-efficiency analysis, contributing to better planning, resource use, and value delivery over time.

Visitor Management and others

Serve as the primary focal point for coordinating office space seating, hotel bookings, and transportation arrangements for incoming EAS staff and visitors to the regional officeEnsure smooth logistical support and hospitality for guests, contributing to a welcoming and well-organized office environmentProvide general administrative support as assigned by the Regional Director for Financial Services, contributing to the overall efficiency of office operationsParticipate actively in regular office activities and community-building initiatives such as daily devotions and the Day of PrayerSupport ad hoc tasks and collaborative activities across departments as needed, demonstrating flexibility and team spiritVisitors and staff receive seamless logistical and hospitality support, enhancing their experience and promoting a professional and welcoming environment at the regional officeOffice operations run efficiently through timely and responsive administrative support across various functions and departmentsA strong, values-driven workplace culture is fostered through active participation in spiritual and community-building activities

REQUIREMENTS:

Minimum of 3 years of experience in financial accounting, general services, guest management and procurement within an NGO or similar setting,Demonstrated experience in procurement processes for goods and servicesExperience working and liaising with government authorities, with a sound understanding of Thai government laws and regulationsProven ability to engage professionally with top executives and senior leadershipStrong interpersonal skills and the ability to work effectively in a multicultural, cross-functional environmentHigh level of integrity and strong commitment to ethical practicesExcellent customer service orientation and mindsetStrong negotiation and problem-solving skillsProficient in Microsoft Office applications, including Excel, Word, and PowerPoint, as well as Lotus Notes and SunSystemProficient in written and spoken Thai, with good command of written and spoken EnglishAbility to manage multiple tasks and deadlines under pressure with a positive and adaptable attitude

Applicant Types Accepted:

Local Applicants Only