ThaiNGO

JOB 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 Administrative Coordinator reports directly to the HR & Admin Manager (Thailand) and is responsible for administrative and logistics arrangements related to supporting the CPI staff and consultants in coordinate with the HR & Admin team.

The position will be based in Bangkok with travel to other project areas within Thailand as necessary.

Under the supervision of the HR & Admin Manager, the Admin Coordinator will be responsible to:

• Assist in day-to-day administrative activities for the CPI Thailand 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 station, etc.)
• Organize/install information boards and ensure all needed information is accessible to all.
• Manage in/out document letters and visitor reception.
• Facilitate payments of the rental fee and utilities for the CPI office and be focal to communicate with owners as necessary.
• Be responsible for regular office maintenance for the CPI office.
• Provide, procure and maintain office supplies, equipment and stationery.
• Coordinate with suppliers, vendors and service providers to support CPI activities.
• Ensure all procurement processes follow CPI logistics manuals and donor rules and regulations.
• Arrange petty cash replenishments and maintain the agreed level of cash in hand for disbursements.
• Act as petty cash custodian of CPI office and check relevant financial documents for replenishment of petty cash system.
• Coordinate with HR/A team and handle travel arrangements such as booking of flight, accommodation and vehicle arrangements of CPI staff, consultants, and visitors.
• Assist in preparing admin-related supporting documents for CPI staff and consultants.
• Arrangement of travel, training, workshop, and meeting in line with CPI policy & procedure.
• Arrange cooperative agreements with potential vendors for accommodation and facilities such as rooms and conference venues with the best rates for the organization.
• Support HR/A Manager to facilitate new employees with travel arrangements, settling down, and supporting them with visa requirements.
• Regularly update, and oversee the files related to visa, and work permits for Expat/Non-Thai of CPI staff.
• Collect attendance sheets for CPI staff/consultants at the CPI office
• Any other tasks assigned by the supervisor. 

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.
• 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 and/or the 6-month report to MoL.

Essential Skills

• Bachelor’s degree in business administration or a related field
• At least 5 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.
• Good cooperation with all vendors and service providers.
• Knowledge and experience of the process for handling visa applications and work permits in Thailand.
• Good coordination, service-oriented thinking, and ability to manage simultaneous tasks with deadlines.
• Experience in working in a multicultural environment.
• Ability to handle sensitive confidential information.

APPLICATION INSTRUCTIONS

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

Email: recruitment.th@cpintl.org

• The closing date for application is before 17:00 pm on Wednesday, 27 September 2023, Thailand Standard Time.
• Please clearly mention the position and location you are applying for in the email Subject Line.

• 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.
• Candidates are required to declare in advance should there be any relative or family member currently 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.