Job Title: Senior Manager, Administration
Level and Grade: 8
Job Type: Permanent-Full Time
Reporting Manager: Foundation Director
Department: Administration
Office: Bangkok, Thailand
Date: October 2022
Job Brief:
IJM Foundation (IJM Thailand) is seeking a Senior Manager, Administration to lead, improve and manage administrative activities, systems and processes for IJM Thailand. We are looking for a talented administrator with strong leadership and management abilities who is passionate about the IJM Foundation mission. This position is based in Bangkok, Thailand and may require occasional travel within Thailand. The position reports to the Foundation Director.
Key Result Areas:
1. Provide effective leadership and management to the administration team; ensure that the department achieves its key result areas related to efficient and effective administrative operations of the office.
2. Manage, supervise, and coordinate the activities of five administrative team staff, including information technology (IT), drivers, and administrative assistants.
3. Manage all general office administrative operations, procedures, regular meetings and policies to ensure smooth and professional functioning of the office environment.
Roles and Responsibilities:
Leadership and Management
1. Provide leadership to the administration team; ensure that the department achieves its key result areas.
2. Manage, supervise and coordinate the activities of administrative team staff.
3. Participate on the leadership team for the office.
4. Manage all general office administrative operations, procedures, regular meetings and policies to ensure smooth and professional functioning of the office environment.
Administration
1. Manage office procurement and inventory of equipment, computers, vehicles, office supplies and other assets, including proper maintenance.
2. Ensure office vehicles are in good working condition, properly maintained, and stocked with needed safety related supplies at all times.
3. Manage compliance with organizational registration requirements, including preparation and submission of reports as required by registration with the Thai government.
4. Provide supporting documents to new international staff or interns/fellows to enter Thailand with a proper visa type and ensure all international staff including family members follow the immigration requirements.
5. Ensure international staff receive, renew and cancel work permits following the Ministry of Labor’s requirements.
6. Facilitate review and/or renewal of office unit lease, vehicle registration and insurance;
7. Oversee office and equipment maintenance, improvements and repairs.
8. Ensure electronic filing and record systems on office shared drive are maintained, kept up-to-date and secured.
9. Work with the IJM global technology services team to ensure the office network system is secure and well-functioning, oversee coordination with IJM’s Regional IT Specialist and/or external contractors in providing effective IT support services to the FO.
10. Work with the IJM global governance team to provide updates as required regarding office registration, Foundation Board Members, quarterly statutory report and other significant changes.
11. Coordinate the hosting of official FO visitors, and various IJM Foundation events as may be scheduled from time to time.
12. Prepare and manage the annual budget for the work of the administrative staff team, including monitoring spending and reporting on variances from the budget.
Policies and Procedures 1. Lead the process of developing new or revised administration related policies and procedures, in line with IJM global policies and procedures.
Supervisory:
This position reports to the IJM Foundation Director and supervises/manages the following five positions:
1. Assistant, Administration
2. Assistant, Administration
3. Assistant, Driver & Administration
4. Assistant, Driver & Administration
5. IT Support Technician
Education & Experience:
1. Bachelor’s Degree required; Master’s Degree preferred.
2. Progressive professional experience in office administration of at least 4 to 5 years; 2-3 years’ experience providing administrative leadership to an office of at least 20-30 staff.
3. Experience working with international organizations
Technical Competencies:
1. Excellent communication skills, including fluency in spoken and written English and Thai.
2. Proficiency with Microsoft Office applications, particularly Word, Excel and PowerPoint.
Non-Technical Competencies:
1. Highly developed organizational and leadership skills, superior attention to detail, exceptional follow-through and accountability for results.
2. Disciplined with priorities, excellent time management and ability to work effectively under deadline pressures; proven ability to organize and prioritize multiple tasks with competing demands under tight deadlines.
3. Strong analytical and problem-solving skills, with proven ability to exercise sound judgment, take initiative and produce results.
4. Self-motivated and able to work independently, as well as under supervision and as part of a team.
5. Ability to perform and thrive in an international organization with an international-standard, professional working style and business culture, in addition to ability to work effectively in Thai and other Southeast Asian working styles and business cultures.
6. Excellent interpersonal skills, cross-cultural communication, and ability to establish and maintain and foster good working relations in a multi-ethnic, multi-cultural and multi-disciplinary working environment.
7. Flexible, enthusiastic, and willing to receive feedback and learn from others.
8. Exceptionally high level of honesty and integrity.
9. Professional presentation in demeanor and written and oral communication.
10. Passionate commitment to and understanding of IJM Foundation’s mission, vision and values.
Application Process
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