ThaiNGO

­­­­­VACANCY ANNOUNCEMENT

Community Partners International (CPI) is a U.S. nonprofit organization dedicated to empowering vulnerable communities in Asia to meet their essential health, humanitarian and development needs. Founded by U.S. doctors in 1998, the organization has grown to serve more than one million people each year. Community Partners International focuses on helping communities affected by conflict, violence, and displacement, in remote and hard-to-reach contexts, and marginalized by poverty and exclusion.

The HR & Admin Coordinator, under the direct supervision of the HR & Admin Manager, will assist with human resources & administrative management and logistics arrangements related to CPI staff and consultants. The HR & Admin Coordinator will also manage the HR, administrative and logistics services, in order to provide efficient support.

Responsibilities

Act as the focal point for CPI administrative and logistics management.

• Assist in day-to-day administrative activities for the CPI Thailand Bangkok office.

• Receive, record and transfer incoming calls/messages to the concerned staff/ persons.

• Update internal contact list (phone + email) and external contact list regularly (phone, name, address: NGOs, MOI, SS, MOL, Hospital, Police Station, Fire and etc.)

• Organize/install information boards and ensure all needed information is accessible to all.

• Manage in/out documents-letters, and visitors reception.

• Support HR & Admin Manager to prepare lease agreement and facilitate payments for CPI offices and warehouses and be focal to communicate with owners as necessary.

• Be responsible for regular office maintenance for CPI offices.

• To assist in preparing all documents support for CPI staff and consultants.

• Arrangement for travel, training, workshop, and meeting in line with CPI policy & procedure.

• Handles travel arrangements of CPI staff, consultants, and visitors such as flight booking, accommodation, and vehicle arrangements.

• Provide and maintains stationeries/office supplies and equipment.

• Coordinate the suppliers, vendors and service providers to support CPI activities.

• Arrange petty cash replenishments and maintain the agreed level of cash in hand for disbursements.

• Act as petty cash custodian of CPI Bangkok office and check relevant financial documents for replenishment of petty cash system.

Coordinate with HR and Admin team to support HR and Admin management for CPI staff and consultants.

• To perform and support HR/admin manager on recruitment, orientation, onboarding, exit procedure, etc.

• Prepare CPI document package for new staff.

• Arrange, support, and update files related to visa and work permits for Expat/Non-Thai of CPI staff.

• Collect attendance sheets for CPI staff/consultants at the CPI Bangkok offices.

• Make sure all issues related to CPI staff health & life insurance (group) and provident fund are completely provided on time.

• Prepare travel insurance for CPI staff and consultants when they travel abroad and support them with visa requirements.

• Support HR & Admin Manager related to staff learning and development OR perform the duties related to staff learning and development.

• Make sure all HR documents are completely corrected & signed, archived, and scanned. Make sure the timesheet is collected on a monthly basis.

• Coordinate with HR/A team for travel arrangements of CPI staff, consultants, and visitors such as booking of flight and accommodation and vehicle arrangements.

Coordinate with the Thai Government Authorities.

• Provide administrative support in dealing with Thai authorities such as the Ministry of Interior (MoI), the Ministry of Labour (MoL), the Social Security Fund Office, Immigration, etc.

• Prepare employee personal income tax (PIT) report form and report tax at the Revenue Office.

• Prepare the social security fund (SSF) report form and pay SSF, and collect info/letter from SSF and pay worker compensation fund (WCF).

• Assist the HR & Admin Manager in the process of license renewal by preparing monthly staff list, quarterly reports, and CPI proposal to submit to MoI BKK, and the 6-month report to MoL.

Operations and Administration

• Support the coordination of HR & Admin activities undertaken for different donor grants.

• Contribute to the development of the work plans and reports for any HR & Admin related matters.

• Any other tasks assigned by the supervisor. 

Essential Skills

• Bachelor’s degree in Business administration/Human resources or related field.

• At least 3 years of experience in a related position and NGO work is a plus.

• Excellent verbal, reading and written communication and presentation skills, in both Thai and English.

• Knowledge and experience of the process for handling visa applications and the work permit process in Thailand.

• Good coordination, service mind, and ability to manage simultaneous priorities under deadlines.

• Experience working in a multicultural.

• Ability to handle and sensitive confidential information.

APPLICATION INSTRUCTIONS

All interested and qualified candidates are requested to send an Application Letter, Curriculum Vitae to:

Community Partners International

Email: recruitment.th@cpintl.org

• The closing date for application is 17:00 p.m., Friday, 11 November 2022 Thai Time.

• Please clearly mention the Position and Location you are applying for in the email Subject Line.

CPI’s Value

• At CPI, we believe that all people have right to live their live free from sexual violence and recognized that there are unequal power dynamics across the organization. CPI does not tolerate discrimination and harassment under any circumstances and will take disciplinary action, which may include dismissal, against any worker who discriminates or harasses any worker. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, at all times (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training. All staff must ensure that they understand and act in accordance with this clause.

• CPI is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, religion, sex, gender identity, sexual orientation, ethnicity, national origin, age, marital status, or disability.

Note to Candidate

• Candidates are required to declare in advance that should there be any relative or family member currently being employed in CPI. Failure to do so can lead to termination of the employment contract even after successful selection.

• Because of the large volume of applicants, only shortlisted candidates will be contacted

• Contract and position are contingent upon successful award of the project and final approval by the donor.