ThaiNGO

Vacancy Notice

The ICRC Regional Delegation in Bangkok seeks to fill the following position:

Office/residence Officer, based in Bangkok

We are looking for a spirited team player with a can-do attitude to join our dynamic team.

ICRC Bangkok Regional Delegation is seeking to appoint a talented and experienced Office/residence Officer, reporting to Regional Finance & Administration Manager. The Office/residence Officer ensures proper maintenance of ICRC premises and equipment and supervises the maintenance team. If you want to gain work experience in the field of premises and help support our humanitarian mission, we look forward to hearing from you!

ACCOUNTABILITIES AND RESPONSIBILITIES:

Administrative activities

• Communicating with ICRC staffs related to Premises concerned with both residential and office matter. 
• Announce the information from Premises to all staff
• Provide general administrative and clerical support including mailing and scanning
• Collect the monthly bills relevant the premises function (electricity, water supply, telephone and other utilities expenses.) for payment
• Prepare, translate and modify documents including correspondence, reports and invoices
• Provide information by answering questions and requests
• General support to Regional Finance and Administration Manager  

Selection and contract arrangement

• Back up in equipping selected residences in accordance with the housing policy (participates in the purchasing) in case of another Premises Maintenance Supervisor is on leave/absence.
• Submit AoE (ad-hoc) request for ICRC’s renting residence
• Back up in participating in the rent negotiation for renewal of Lease Agreement
• Back up in preparing Lease Agreement and Addendum Lease Agreement for signing

Maintenance and utilities

• Establishes a list to follow up recurring service duties (monthly tree service, coffee break and drinking water)
• Coordinates the work of the maintenance team and ensure that premises and equipment are properly maintenance and supervises the maintenance team.

Reporting and filing

• Ensure correct paper and electronic filing
• Keep update the record of related Premises work (facilities, residential record etc), and upload Premises update information in Team space
• Creates and updates a list of suppliers and contractors including outsource service providers, property agency, juristic office) with contact numbers
• Manage office furniture inventory
• Manage stock control of office consumption (cleaning material and coffee break items) and standard household items. 
• Manage car parking spaces leasing of ICRC staffs
• Arrange the yearly declaration of Insurance values for Bangkok regional delegation

Purchasing

• Prepare the request for purchasing household items for the residence according to the standard list and other premises related
• Ensures support documents are complete and attached with invoice for payment

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
• Makes sure that deadlines for the PMD cycle are met
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

YOUR PROFILE

• Bachelor’s degree or equivalent
• Strong organizational and communications skills
• 3-5 years of experience in Premises Maintenance or equivalent

WE OFFER:

• Dynamic and challenging work in the humanitarian sector and international environment
• Competitive salary with benefits, good working conditions and in-house training/development
• Initial 1-year employment contract with possibility of renewal into open-ended contract (subject to performance review)

Submission deadline for applications: 14 December 2022

The ICRC values diversity and is committed to creating an inclusive working environment.
We welcome applications from all qualified candidates, regardless of background, race, religion, gender, age, disability, or status.

Qualified applicants are requested to submit their comprehensive CV and letter of motivation in English, as well as salary expectations,
following this format for the subject line: POSITION – First Name Surname by email only to: ban_recruitment_services@icrc.org

Kindly note that only short-listed candidates will be invited for the interview and the ICRC will not keep the files of applicants who were not shortlisted.