Mekong Institute Vacancy Announcement

Administrative Assistant – Receptionist

Mekong Institute

MI is an intergovernmental organization that contributes to regional cooperation and integration through capacity development, dialogue, and advocacy for sustainable socioeconomic development and poverty alleviation in the Greater Mekong Subregion (GMS).

Founded and represented by the Mekong countries (Cambodia, P. R. China, Lao PDR, Myanmar, Thailand, and Vietnam), MI aligns its strategies with the core tenets of the GMS Cooperation Program Strategic Framework 2030, ASEAN Economic Community, and the 2030 Agenda for Sustainable Development.

MI supports these frameworks through the implementation of projects across the areas of Agricultural Development and Commercialization (ADC), Trade and Investment Facilitation (TIF), and Sustainable Energy and Environment (SEE) while addressing issues of social inclusion and vulnerability, digital economy and innovation, and labor mobility. This comprehensive approach cements holistic and sustainable developmental impacts in the subregion and beyond.

Administrative Assistant - Receptionist, Finance and Operations Department,

Reporting to the General Services Supervisor, the MI Receptionist provides the first line of hospitality and quality service to MI clients and guests. S/he is expected to attend to guests and clients with courtesy. S/he is also responsible for making sure MI staff, clients and guests are provided with timely and proper information and services.

Main deliverables, responsibilities and tasks

Key deliverables

• Smooth distribution of correspondence and response to telecommunications
• Consistently efficient and well-organised arrangements for accommodation services in accordance with established procedures 
• Provision of support and assistance to administrative functions routinely as required

Main responsibilities and tasks

• Receive and distribute mails, packages and documents
• Ensure that documents for external photocopying are logged and collected by the service provider
• Receive, transfer, and make phone calls and fax communications
• Ensure MI staff business and personal phone calls are logged, monitored and invoiced
• Submit monthly monitoring report of phone-call bills, laundry service, and accommodation to General Service Supervisor for review and approval
• Receive, register, check in and check out guests
• Provide assistance to guests’ needs for travel and transport, visa, supplies, medical needs, vehicles, information
• Inform the Senior Housekeeper of accommodation requirements of guests
• Orient and guide guests to MI facilities and services
• Distribute and disseminate information and updates to MI staff as necessary
• Monitor MI accommodations occupancy and rentals and submit income report by day and by room to General Service Supervisor at the end of each training course where participants use MI accommodation
• Ensure participants’ travel insurance is correctly in place
• Ensure participants have settled all amounts due to MI prior to check out
• Book conference facilities and arrange logistics
• Assign tasks to drivers
• Assist General Service Supervisor in processing MI group insurance claims, participants’ travel insurance, registration and/or cancellation
• Any other reasonable task requested by management

Required qualifications, skills and experience

Essential

• Bachelor degree or higher diploma in hospitality or service management
• Computer fluency with Microsoft Office applications
• Ability to work well in the team
• Knowledge of communication systems including email, Internet, operator-assisted telephone system
• Understanding of and familiar with visa, travel and insurance matters
• Knowledge of Khon Kaen including available facilities
• Able to operate fax machines, PBAX, copying machines, computer
• Organization and prioritizing skills
• Customer service oriented
• Courtesy, patience, attention to details and alert
• Very good knowledge of written and spoken English

Desirable

• Experience in an international organisation.
• One year’s experience in any of the following areas: general administration, logistical arrangements for workshops and seminars, preparation of budget estimates, and bookkeeping
• Knowledge of at least one GMS country national language

If you have the skills and experience to exceed in this position, and are passionate about equitable and inclusive economic growth in GMS, please send your CV and cover letter, to recruitment@mekonginstitute.org by November 5, 2023, titled ‘Administration Assistant-Receptionist’.

Please note that the closing date is midnight Bangkok, Thailand time and only applications successful in progressing to the next stage will be responded to.