Terms of Reference (ToR)
Project: Accounting Assistant under Finance and Accounting unit
Title: Accounting Assistant (Consultant)
Purpose and Objectives:
Asian Disaster Preparedness Center (ADPC) is an autonomous international organization for cooperation in and implementation of disaster risk reduction and building climate resilience in Asia and the Pacific. It was established in 1986 as a regional disaster preparedness center (DMC). ADPC has grown and expended its role to be for scientific, educational, developmental, and humanitarian purposes. ADPC employs a wide range of professional expertise typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in and effective manner.
The Finance and Accounting Unit is one of the ADPC’s Program Support Service Units with interlinked responsibilities with the Human Resource and Administration Unit and Procurement Unit and solely or jointly responsible for:
- Ensure compliance with statutory, legislative, and donor requirements.
- Safeguard ADPC’s cash, resources, and financial assets through effective internal control procedures.
- Monitor the effectiveness of the key control framework to minimize the risk of fraud and irregularities across ADPC.
- Ensure the availability of accurate and timely financial information for management decision-making.
- Develop and utilize appropriate financial tools to capture, store, and analyze financial data effectively and efficiently.
- Ensure the accuracy of budgetary information by promoting accountability and ownership among budget owners and facilitating budget monitoring.
- Allocate resources based on the priorities outlined and approved in the annual work plan.
- Administer institutional and donor audits in accordance with established guidelines.
Purpose for the Assignment:
ADPC is seeking a Finance and Accounting Assistant under a consultant contract to support its financial operations as the organization adopts International Public Sector Accounting Standards (IPSAS) from 1 January 2027. The assignment will focus on reviewing supporting documents, assisting with payment processing, preparing accounting entries, and maintaining financial records. The Assistant will help ensure timely and accurate transaction processing, contributing to the Finance Unit’s capacity to meet new accounting and reporting requirement.
Expected Outputs:
The Accounting Assistant will provide support throughout the assignment in reviewing financial documents, assisting with payment processing, and preparing accounting entries and supporting records. Tasks will be assigned by the supervisor according to the Finance Unit’s operational needs and accounting and reporting requirements.
This position will be based in Headquarters in Bangkok, Thailand.
Note:
It is not the intent of this Terms of Reference to cover every aspect of the position requirements, rather to highlight the most important areas of personal and joint responsibilities.
Responsibilities and Tasks:
Under the supervision of the designated Finance supervisor, the Accounting Assistant will perform the following tasks:
Document examination
- Review payment and advance requests to ensure they are properly authorized, fully supported with required documentation, and in compliance with ADPC policies and procedures.
- Review liquidation of cash advance to ensure that reported expenditures are adequately supported and comply with established policies and procedures.
- Follow up with relevant staff on missing documents, discrepancies, and outstanding liquidations, and notify them by email of the completion of liquidations and the corresponding settlement amounts
- Ensure that project codes, activity codes, and account codes are accurate and consistent with the nature and purpose of each transaction
- Calculate withholding tax on payment to vendor, supplier, consultant as applicable, as per Thai Revenue Code.
Payment Processing Support
- Ensure that all payment requests are processed within the required deadlines.
Accounting
- Prepare accounting entries for review, ensuring accuracy, completeness, and consistency with ADPC’s accounting policies
- Maintain supporting records in an orderly manner and compile transaction information for financial reporting and audit purposes
Others
- Perform any other related duties and responsibilities as may be assigned by the supervisor, consistent with the purpose and scope of this assignment
Corporate Responsibilities
- Ensure that all duties and responsibilities are carried out with a commitment to gender equality, diversity, social inclusion.
- Create a working environment at ADPC and ensure the protection and safety of all beneficiaries in accordance with ADPC’s PSEA and child protection policies.
- Contribute to environmentally sustainable practices, minimize waste, and ensure do no harm to people or the environment is observed.
- Ensure fraud is prevented, detected and dealt with promptly in their area of work. Be responsible for safeguarding resources entrusted to ADPC and for upholding and protecting its reputation.
Working Principles: The consultant will work in close collaboration with the Finance and Accounting Unit. The role requires adherence to accounting policies and key operational guidelines to ensure smooth workflow and compliance with ADPC policies.
Qualifications: The candidate should hold:
Required Qualifications
- Bachelor’s degree, preferable in accounting, finance, business or related field.
- Fresh graduates are encouraged to apply. Working/Internship experience in finance and accounting, particularly within an international non-profit or non-governmental organization, would be an advantage.
- Proficiency in Microsoft Excel, MS Office applications, and Google Sheet. Experience in accounting software (preferable SUN systems) and database would be advantage. Knowledge on basic accounting principles and practices, familiar with international Accounting Standards would be an advantage.
- Knowledge on relevant tax laws and regulations would be an advantage.
- Attention to detail with excellent organizational skills.
- Good command of English, both written and spoken.
Preferred Qualifications
- Excellent interpersonal skills
- Ability to work in a team and across teams, in a multi-cultural environment
- Strong motivation, desire to learn; undertake new challenges
- Self-confidence, commitment and willingness to work hard
- Ensure confidentiality in all sensitive information
Duty Station: ADPC Bangkok office, Thailand
Duration: January – December 2027
Itinerary: N/A
Condition of payment:
The payment will be based on a monthly basis, supplemented with a monthly timesheet submitted and approved by designated supervisor.
How to Apply:
Interested Candidates can submit the completed ADPC Application Form, (downloadable from www.adpc.net), resume, copy of degrees/certificate(s) together with a cover letter, to: Google Link or https://forms.gle/saxqb4egst8CBuLaA by midnight Bangkok time on 16 November 2026.
Interested candidates are required to submit a Financial Proposal using the attached form, together with all other required documents.
Female candidates are especially encouraged to apply.
ADPC encourage diversity in its workplace and support an inclusive work environment.
Individual Consultant Financial Proposal
(Financial Proposal for Individual Consultancy Services)
1. Consultant Information: Full Name; Nationality; Email Address; Phone Number; Proposed Position/Title; Reference No. / TOR Title
2. Proposed Monthly Rate (Mandatory): Please indicate your proposed professional fee: USD _______ per month (This rate shall be inclusive of the consultant’s professional fee, overhead, insurance, communication, and any other costs not specifically reimbursable under the ADPC contract.)
3. Validity of Proposal: I confirm that the proposed daily rate is valid for at least 60 days from the submission date.
4. Declaration: I certify that the information provided is true and complete to the best of my knowledge, and I agree that the proposed daily rate may be used for evaluation and negotiation purposes in accordance with ADPC procurement procedures.
Consultant Signature: __________________________ Date: __________________________
Closing date: 2026-11-16
HOW TO APPLY:
Interested candidates can submit the completed ADPC Application Form (downloadable from www.adpc.net), resume, copy of degrees/certificate(s) together with a cover letter, via the Google Link https://forms.gle/saxqb4egst8CBuLaA by midnight Bangkok time on 16 November 2026. Candidates are required to submit a Financial Proposal using the attached form, together with all other required documents. Female candidates are especially encouraged to apply.