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Administrative Assistant

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: Community Partners International (CPI)
: 23 Nov 2023
08 / December / 2023

Vacancy Announcement

 

Job Title

Administrative Assistant

Department

HR & Admin Department

Employment status

Full time

Number of Position

1

Location

Mae Sot, Thailand

Travel

20 % of working time

Reports to

HR & Admin Manager

Reporting to this position

N/A

 

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.

 

Responsibilities

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

  • 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 the HR and Admin Department to support HR & Admin management for CPI staff and consultants.

  • Support and handle a proper tracking system for the visa and permit.
  • Assist in preparing all document support for CPI staff and consultants.
  • Coordinate with HR/A team and handle travel arrangements such as booking of flight, accommodation, and vehicle arrangements of CPI staff, consultants, and visitors.
  • Support HR/A Manager to facilitate new employees with travel arrangements, settling down and supporting them with visa requirements.
  • Arrangement of travel, training, workshop, and meeting in line with CPI policy & procedure.
  • Arrange an official agreement and cooperate rate with potential accommodation and facilities such as rooms and conference venues with the best rates for the organization.

 

Operations and Administration.

  • Support the coordination of Admin activities undertaken for different donor grants.
  • Contribute to the development of 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 or a related field
  • At least 2 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 5:00 PM on Friday, 8th December 2023, Thailand Standard 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
Contact : recruitment.th@cpintl.org

Comments

ขณะนี้มีเวปไซด์ปลอม หลอกให้โอนเงินบริจาคในนาม Oxfam โดยใช้ชื่อว่า th-oxfam.org กับ th-oxfam.com จึงขอแจ้งมา ณ ที่นี้ว่าปัจจุบัน องค์การอ็อกแฟมในประเทศไทยไม่ได้เปิดระดมทุนจากประชาชนทั่วไป และไม่มีการเปิดรับบริจาคใดๆ ทั้งสิ้น
โปรดระวังผู้ไม่หวังดีแอบอ้างเพื่อหลอกลวงเงินบริจาคจากท่าน

At present, there are fake website under the names of th-oxfam.org and th-oxfam.com asking for donation, therefore, kindly be informed that Oxfam in Thailand currently does not accept any individual donation from the public and does not conduct any fundraising activity.
Please beware of donation scams!


เตือนภัย! ขณะนี้มีเว็บไซต์ปลอมและกลุ่มไลน์หลอกให้โอนเงินบริจาคให้แก่ Save the Children Thailand ทางมูลนิธิขอแจ้งว่าเว็บไซต์ของเรามีเพียง http://thailand.savethechildren.net เท่านั้น Save the Children Thailand ไม่อนุญาตให้บุคคลใดเรียกร้องและรับเงินบริจาคแทนมูลนิธิ และจะไม่ขอเงินบริจาคผ่านทางไลน์ หากท่านสงสัยว่าอาจจะกำลังถูกหลอกลวง กรุณาแจ้งตำรวจได้ทาง https://www.pct1599.net

Beware! There are currently fake websites and unauthorised LINE groups calling for donation, falsely claiming to be associated with Save the Children Thailand. Please be informed that our official website is http://thailand.savethechildren.net. We do not authorise any individuals to call for and accept donations on our behalf, and never ask for donations through LINE. If you have concerns that you are being deceived, please report directly to the police reporting channel - https://www.pct1599.net.

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