ThaiNGO

CONTRACTOR Thailand Office Administration Officer

Four Paws Foundation- Thailand and Four Paws International-Thailand

Background of organization:

FOUR PAWS Foundation - Thailand (FPF) is a private non-profit organization established and registered as a Foundation with the Ministry of Interior (MoI) in 2019, while FOUR PAWS International - Thailand (FPI) registered as a representative office and with the Ministry of Labor (MoL) in 2020. Both Four Paws Foundation and FOUR PAWS International are an animal welfare charity which supported from VIER PFOTEN International. VIER PFOTEN International is an international animal welfare charity, headquarter is located at Vienna, Austria and has offices in ten European countries, as well as offices in South Africa, Southeast Asia, Australia, and the USA.

Organization website:

https://www.four-paws.org/

Summary of position:

The CONTRACTOR Thailand Office Administration Officer is responsible for the implementation of (internal) operational procedures to meet both VIER PFOTEN International and local Thai legal compliance for HR/Personnel, Finance, Legal, Organizational Development, Quality management, and organizational processes. Effective and timely communications with line management, HQ & FPF board, FP colleagues, FP offices, and vendors, along with proper implementation of tasks and organizational policies and processes to ensure a professional and efficient work environment.

Your primary / general responsibilities are:

• Function as the main contact for Thai entity interface with staff, partner organizations, vendors and companies supporting administrative functions to FOUR PAWS; facilitate and provide daily support, coordinate, consultancy services and necessary information regarding operations and administration management for FOUR PAWS entities in Thailand, and other programs of organization implementing activities in Thailand and in the region.

• Coordinate with supplier(s), vendor(s), partner agencies in supporting FOUR PAWS entities in Thailand for smooth operations and administration management and providing an information for the head of Southeast Asia on recruiting services (if required) to determine and offer suitable national or international staff(s) working within FOUR PAWS entities in Thailand.

• Support operations in drafting and reviewing areas of Thai law and policy pertinent to legal, HR, quality management, organizational development, and finance as requested by HQ.

• Support the SE Asia Development & Operation Manager in the proper implementation of employment contract and benefits for employee working in FOUR PAWS entities in Thailand.

• Support the SE Asia Development & Operation Manager in strategic implementation, including preparation various reports of FOUR PAWS entities in Thailand.

• Define and Implement Policies and Procedures for Petty-Cash-Disbursement, Purchase Orders based on quotations, Invoice Approval, Expense-Note Approval, Advances for Purchases and/or Travel and its repayment, Filing of Purchase Orders, Invoices, Expense-Notes, Electronic Approval Workflow for Purchasing, Invoice/Expense-Note Approval, IT/Mobile Phone Equipment Policy, Recruitment of Staff, Office Rules, Time-Recording, Vacation requests and approvals.

Specific responsibilities:

• Participate in trainings, meetings, seminars, and workshop activities, as needed or requested

• Represent FOUR PAWS positively and professionally in both internal and external relations and situations

• Perform other duties, as appropriate or requested, other necessary tasks within the scope of the position as requested and take any relevant work assigned by the line manager

• Prepare and produce monthly plan activities and reports

• Maintain administrative calendar for the entities and FP processes

• Research and present solutions for the governing body of the entities following internal processes

Additional / individual duties:

• Must be able to work independently and ask for clarity when unsure about processes

• Must be able to work in a remote and in person team environment, when requested by line management

• Must be able to track work tasks schedule on Outlook Calendar in timely manner

• Must be able to take notes for FPF board meetings when requested

• Represent the organization in official capacity, when requested

• Timely response to email and verbal communications and requests

Essential Skills and Qualifications:

• Thai National

• University degree in Business Administration (Secretary) in Administration, Management, Marketing Management, Talent management, Finance or related field

• At least 3-5 years' experience in related position, Administration experience is preferred

• Excellent fluency in English and Thai (Speaking, Listening, Reading, and Writing)

• Good command of German, is advantageous

• Competence in using information technology, Microsoft Suite (Word, Excel, Teams, PowerPoint, etc.), online learning platforms, time management (TimeTac) and other software as required

• Ability to communicate clearly both verbally and in writing

• Able to work under pressure with minimum supervision

• Good task prioritization skill and good time and people management skill

• Ability to priorities tasks and mentor other staff members

• Excellent and strong organizational, planning, and interpersonal skills

• Experience with non-profit organization, local or international NGO preferred

• Able to travel and work remotely when requested

How to Apply:

All interested and qualified candidates are requested to send a Motivation Letter, Curriculum Vitae to:

• dru@four-paws.org

(Only candidates who meet requirements will be contacted)

Application Closing Date:

February 28, 2022

Contact:

Please contact for any question:

• dru@four-paws.org