ThaiNGO

Key Duties & Responsibilities

Liaison and Representation

• Represent Trócaire to the Thailand Government in close coordination with the Trocaire’s Country Director;

• Liaise between Trócaire and the Thailand Government;

• Maintain strong, functional and positive working relations with Government staff on all levels (State and Province) of Thailand government;

• Prepare and organize visits to Bangkok including arranging meetings, preparing meetings, transport and accommodation fro/to and in Bangkok;

• Attend meetings together with the Country Director and translate as necessary;

• To stay updated with Government rules and regulations, including COVID 19 management guidance, and share these with Trocaire team members.

Office Management

• Facilitate and support in finding and managing the appropriate accommodation for Trócaire international staff in Chiang Mai, Thailand.

• Provide support for payments and procurement for office management in compliance with Trócaire and its Institutional Donors policies and procedures for accountability and audit purpose in coordination with the Trócaire Head of Finance and Head of Systems and Operations;

• Facilitate visas and work permits and other administrative support to Trócaire international staff and their dependants;

• Booking flights and accommodation for Trócaire staff within Thailand trip for programme related work.

• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements, expenditure/disbursement of funds.

Legal

• Liaise with relevant Government Departments and the Trócaire legal representative to ensure that Trócaire’s regional registration is completed and kept updated;

• Ensure all relevant documents are saved and stored safely using Trócaire’s standard filing procedures and online servers;

Information Management

• Maintain up to date records, information and documents that are related to the regional Trócaire office in Thailand;

• Liaise and coordinate with Myanmar Office, Head of Office- Yangon and Head of Finance (HoF) for all procurement and inventory management in Trócaire regional office in Thailand

• Advise and assist the Trócaire regional office in Thailand on reporting requirements to the Thailand Government as required

• Prepare, compile, translate and submit monthly, quarterly and annual report to the Thailand Government on Trocaire’s programme activities and expenditures as necessary.

Logistics

• Booking the meeting venue, organise tea/coffee, lunch and other logistics for the meeting/workshop/training as requested

Human Resources

• Maintain hard and electric human resource records for Thai staff members;

• Issue vacancy announcements, gathering of candidate references, organization of interview panels, completed recruitment,

• Liaise with the Benefits and Entitlements Team for hiring, and onboarding of new team members;

• Contribute the new starter induction process and Travel guidance.

Finance

• Manage petty cash expenditure and banking for the Chiang Mai office for petty office expenses and clear every month with the receipt/invoice and supporting documents;

• Supporting the Head of Finance by posting transactions;

• Facilitate and support in opening and managing the bank account in the name of Trócaire in-coordination with Head of Systems & Operations and Head of Finance.

Other

• Additional relevant duties and responsibilities as assigned by the Head of Systems and Operations and the Country Director.

Behavioural Competencies in Line with Trócaire’s Competency Framework

• Leading: Reflecting our values of Participation & Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.

• Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.

• Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.

• Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources.

• Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning and decision making.

• Continual Improvement & Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.

• Flexibility & Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to role in the organisation.

(E) Qualification

• University degree in business administration, international relations or other relevant subject.

• The legal right to work in Thailand.

• Fluent in Thai and English (both written and spoken).

(E) Experience

• 5 years of proven experience in similar roles and experience in managing relevant administration in humanitarian or development contexts.

• Experience working in an office management role.

• Experience of government or other institutional relations.

• Experience with representation with government, UN, and donor audiences for coordination and advocacy.

(E) Skills

• Strong organisational and independent working skills

• Strong coordination skills specifically with the ability to effectively coordinate with local partners and among internal team members (technical, finance, management).

• Ability to transfer skills and knowledge through, training, mentorship and accompaniment.

• Ability to work through a local partnership model.

• Fluency in English and Thai (Myanmar language an asset).

• Excellent interpersonal and communication and networking skills, including the ability to relate across different organisational functions, structures, levels, and cultures.

• Excellent computer skills (Agresso Finance software, Microsoft Office, Salesforce etc.).

(E) Qualities

• Flexibility and adaptability.

• Cultural sensitivity and respect.

• Strong diplomatic skills in communicating with stakeholders and team members.

• Understanding of, and empathy with, the role of the Catholic Church in development.

• A strong commitment to social justice, and an empathy with the ethos and work of Trócaire.

• A commitment to civil society strengthening and support for working in partnership with local actors

(E) Other

• Ability and willingness to travel within country and internationally, including travel to HQ in Ireland