ThaiNGO

Program Background

Partnerships for Infrastructure (P4I) is Australia’s new flagship infrastructure initiative for Southeast Asia. The goal of this regional initiative is to contribute to quality infrastructure development that drives inclusive growth in Southeast Asia.

P4I has three core themes: infrastructure planning and prioritisation; procurement; and sector policy and regulation. It will also focus on the crosscutting issues of climate change, disaster risk reduction, gender equality and social inclusion. P4I will provide flexible support to Southeast Asian partner governments (Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Thailand, Timor-Leste and Vietnam) and ASEAN through government-to-government partnerships, high-calibre private sector advisory services, and knowledge-sharing and networking activities.

P4I commenced in December 2020 and will operate initially for three and a half years (December 2020 to May 2024), with a core team located in Bangkok, Thailand. It will be delivered collaboratively by the Australian Department of Foreign Affairs and Trade (DFAT) together with four Delivery Partner organisations (Ernst and Young, Adam Smith International, The Asia Foundation and Ninti One).

Job Specification

The Office Manager will work closely with the ASI Operations Manager, Finance Manager, and other P4I Hub staff to manage the office management and administrative functions for P4I to ensure flexible and responsive program implementation.

The Office Manager will support the program’s adherence to the policies and procedures of the Australian Government as articulated in the program’s Operations Manual.

The key responsibilities of the position include, but are not limited to:

• Responsible for maintaining the smooth and reliable running of the P4I office operations.

• Lead the procurement processes for goods and services, including procurement forecasting, outlining specifications, identifying and implementing the appropriate procurement method, and finalising purchase agreements.

• Support the Operations Manager to develop and review the policies and procedures for efficient Human Resources operations as detailed in the Operations Manual including recruitment, communications and leave management.

• Support the Operations Manager to develop and review the policies and procedures for efficient logistical operations as detailed in the Operations Manual and Standard Operating Procedures.

• Provide logistical support for P4I activities where required, including flights, accommodation, local transport, and provision of travelling allowances.

• Maintain a database of preferred logistic, security, catering and related providers across the locations P4I works regularly.

• Lead on arranging visas, work permits and other government requirements for program staff.

• Assist program staff with meeting security and safety requirements including providing safety and security briefings, assisting with security risk assessments, assisting with travel request forms, and tracking staff movements.

• Assist with workshops, events and functions as required by the program, including arranging venues, catering and security in line with DFAT procurement rules.

• Lead on operations, procurement, and financial activities in line with P4I Operations Manual.

• Assist with managing petty cash and maintaining a full and accurate filing system for receipts.

• Assisting with maintaining the P4I asset register.

• Assist with organising and maintaining comprehensive program financial files ensuring all records are compliant with legal and donor agency requirements.

• Assist on partner and supplier due diligence.

• In coordination with the Operations Manager, assist Adam Smith International in meeting its regulatory requirements in Thailand.

Qualifications and Experience

• A degree in finance, management, or administration.

• 5 + years’ experience in managing an office or business premises.

• Experience with international donor Aid funded projects / international development policies and procedures is highly desired.

• Strong working knowledge of MS Office programs.

• Demonstrated commitment to gender equality, youth empowerment, disability inclusion and Do No Harm principles.

• Excellent communication and interpersonal skills in English and Thai.

Personal Attributes

• Demonstrated capacity to work collegially with partner organisations and international staff.

• Excellent organisational skills and integrity in maintaining records.

• Excellent eye for detail

How to Apply

Interested applicants are requested to submit a CV and a short covering note in an email to nick.martinez@adamsmithinternational.com . Unfortunately, due to high application volume, only short-listed applicants will be contacted.

Applications close 4 April 2021.