ThaiNGO

Organizational context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies (NS). The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member NSs and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Societies Development (NSD) and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has CCD and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The CCD Bangkok covers four countries namely Cambodia, Lao PDR, Thailand and Viet Nam and operates as one joint team to support each country’s NS. The CCD Bangkok also provides secretariat support to the Southeast Asia Red Cross Red Crescent Networks and represents IFRC with the United Nations ESCAP and other regional organizations based in Bangkok.

The Support Services team covers all traditional support services functions including the Human Resources (HR), Finance, Administration, Logistics, Information Technologies (IT), Legal Support and Security Support. All team members cooperate closely to provide efficient support services based on IFRC’s standards of quality, competitive cost and time criteria. All team members deliver efficient support services to various stakeholders at all levels in the CCD such as all programme teams, IFRC’s visitors, Partner National Societies (PNSs), NSs and country teams.

Job Purpose

The Human Resource and Administration Assistant is supervised by the HR Officer and works in close collaboration with the Admin Officer and Head of Country Cluster Delegation (HoCCD) to ensure that the Admin and HR needs of the CCD Bangkok are met and the HoCCD is supported with administrative requests.

Job Duties and Responsibilities

HR Support

• Recruitment – Creating position in D365 system, advertising job, shortlisting, making appointment with panels and candidates, preparing recruitment report to the Regional Office
• Onboarding of new staff – Creating staff profile and email address, and assigning leaves in D365, preparing staff ID card, building security card, key, registering fingerprint, arranging briefing schedule
• Training – Ensure staff complete and ensure tracking of mandatory trainings.
• Insurance – Enrolling and unenrolling staff to the insurance scheme, submitting claims to the insurance company
• Provident fund – Enrolling and unenrolling staff to the fund
• Tax – Submitting tax record once a year to the Revenue Department
• KPI – Ensure staff set objectives, review probation, review mid-year and year-end performance in D365
• Exiting – Asset clearance

• Records - Maintaining file and archiving personnel records, updating contact list and organogram, reminding staff of upcoming holidays
• Events - Organizing birthday, farewell, team building events, etc.
• Visa and stay permit – Submitting visa documents for expats and their dependents
• Other tasks as assigned by the HR Officer.

Admin Support

• Support in maintaining an inventory on all office assets.
• Contact with the building management for office related support.

• Schedule office vehicle to support IFRC’s work.
• Support the organization of regional meetings, events or workshops upon request i.e., contact hotel, organise transportation, share welcome pack, arrange stationeries or IEC material as request and other meeting material etc.
• Support flight bookings.

• Support visitor for meeting in office.
• Receive incoming mail and call.
• Other tasks as assigned by the Admin Officer.

HoCCD Support

• Support the HoCCD in setting up internal and external meetings, and organizing transportation and materials for these meetings.
• Support the HoCCD in organizing travel and reimbursements.
• Other tasks as assigned by the HoCCD.

Confidentiality

• Maintain strict moral confidentiality and do not disclose neither spread any confidential or sensitive information.
• Organize archives of all reports and documents and treat them as confidential material

Position Requirement

Education

Preferred

• University Degree in Human Resources Management, Management, Administration or Public Administration or equivalent
• HR Diploma or certification

Experience

Required

• At least 3 years of HR and/or Admin experience
• Experience in organizing meetings and supporting staff

Preferred

• Experience with the Red Cross and Red Crescent Movement

Knowledge, Skills and Language

Required

• Advanced skills in computers (Windows, word processing, spreadsheets)
• Must possess a standard of fluency in written and spoken English
• Able to work independently and as part of the team
• Exceptional organizational ability with an eye for detail
• Documentation preparation/ presentation and computer-based production skills
• Sensitive to cultural and regional issues
• Fluently spoken and written English
• Fluently spoken and written Thai

Preferred

• Experience doing visa, work permit, tax submission

Comments

National staff position - Only Thai citizens or foreigners who already reside in Thailand can apply

Grade 4 - THB 31,398 – 38,376

1 year contract