ThaiNGO

Administrative Assistant

USAID Thailand Counter Trafficking in Persons Program (CTIP)

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION: Bangkok, Thailand

DEPARTMENT: Human Rights, Education, and Empowerment

REPORTS TO: Human Resources and Procurement Officer, USAID Thailand CTIP Activity

Position SUMMARY:

Winrock International is a nonprofit organization that works with people in the United States and around the world to empower the disadvantaged, increase economic opportunity, and sustain natural resources. By linking local individuals and communities with new ideas and technology, Winrock is increasing long-term productivity, equity, and responsible resource management to benefit the poor and disadvantaged of the world.

Effective with the release of this position announcement, Winrock International is recruiting applicants for the Administrative Assistant position for the USAID Thailand Counter Trafficking in Persons (CTIP) project. This position is responsible for supporting technical and operational functions of Winrock's Bangkok office.

ESSENTIAL RESPONSIBILITIES:

• Support implementation and maintenance of office administration systems including assisting with the tracking and management of agreements, utilizing Winrock internal tracking system to ensure accurate and timely compliance, and providing reminders as necessary.
• Manage office physical and electronic files, as well as incoming and outgoing correspondence.
• Support HR and Procurement Officer in national and international travel including booking vehicles and accommodation, purchasing tickets, arranging visas, logistics, etc. for project staff.
• Provide support to organize in person and online events, including venue selection, invitations, travel arrangements for participants, interpretations, recordings, promotion of the events, etc.
• Conduct periodic inventory of office assets.
• Photocopy of project accounting receipts and vouchers.
• Support the Activity’s Communications Officer in graphic design of charts and workshop materials.
• Supports logistics and procurement of office supplies, office and equipment servicing and maintenance, etc.
• Liaise with office building regarding any administrative issues.
• Assist in maintaining relevant Winrock cloud-based filing systems and ensuring they are up to date, through direct file management and assistance and instruction to other team members.
• Other duties as assigned.

QUALIFICATIONS:

Education:

• Bachelor’s degree or higher

Professional:

• At least three years’ experience in administrative, logistic, operational, and/or procurement roles for NGOs/INGOs.
• The ability to effectively manage and coordinate administrative tasks such as scheduling, meeting coordination, and document management.
• Strong analytical skills and the ability to work under pressure and meet deadlines are essential.
• Knowledge and experience with using cloud-based platforms and tools, such as Google Drive, Dropbox, and OneDrive to manage, store and share documents and data.
• Flexibility; good interpersonal and organizational skills for coordinating a variety of tasks simultaneously; attention to detail; team player.
• Basic computer skills (Microsoft Word, Excel, databases) required.
• Fluency in English and Thai (written and oral).

APPLICATION:

Applicants should apply by emailing a cover letter and resume to TCTIP.recruitment@winrock.org by 25 October 2023. Please include “Administrative Assistant” in the email subject line, and save documents (cover letter, resume) in one PDF as ‘Last Name, First Name.pdf’ (e.g., Smith_Jane.pdf). Applications will be reviewed on a rolling basis.  

Winrock would like to thank all applicants for their interest but only candidates who meet all requisite criteria and are shortlisted will be contacted.