ThaiNGO

SENIOR ADMINISTRATION OFFICER, ASIA SUB REGIONAL OFFICE

The Opportunity

The Senior Administrative Officer will be responsible for all administrative functions of ASRO (Asia Sub Regional Office) in Thailand related to work permit authorization, visas, accommodation for hosted staff and visitors; and travel, logistics, support for meetings, facilities management for ASRO staff and visitors. The incumbent will coordinate closely with Save the Children Foundation in Thailand (SCT) to ensure the above duties are effectively managed.

We will be reviewing the applications on rolling basis.

Role Dimensions

The SCI Asia Sub-Regional Office (ASRO) in Bangkok is the implementing arm of the SCI Asia Regional Office (based in Singapore). It is registered as regional office with the Thai Ministry of Labour and is responsible for SCI presence and regional programming from Thailand. It does not directly deliver programming in Thailand as this is managed by the Save the Children Thailand (SCT) Office.

Key Responsibilities

The Senior Administration Officer is responsible for the following tasks

Hosting support:

• Process visas and work permits for ASRO hosted staff in close coordination with SCT. 
• Arrange pre and post arrival, pre and post departure support for hosted staff, ensuring ASRO meets all Government and SCI requirements.
• Arrange accommodation, schooling, and other support as needed for hosted staff.
• Develop and maintain welcome pack and guide for international staff.
• Arrange appropriate information related to legal, health and administrative issues and communicate clearly and on a timely basis to hosted staff.
• Support Head of Support Services in developing ASRO specific guidelines related to hosting.
• Record key essential information related to ASRO staff and visitors.

 Administrative Support:

Facilities and logistics management

• Manage the administrative function to ensure smooth daily operations, answering phone calls, and exchanging information to ensure effective communications in ASRO team
• Providing administrative support to ASRO staff and visitors on logistic arrangements i.e. domestic flight booking, hotel reservations, issuing invitation letters, and processing visa.
• Manage all logistic administrative support for ASRO related meetings, workshops, trainings and events ensuring SCI standards and compliance. 
• Ensure the regular collection and dissemination of mailing and courier services.
• Support Supply Chain team to review and annually update all service contracts and lease agreement of ASRO office
• Support Head of Support Services to ensure that ASRO meets all Government requirements including reports, renewals and applications in a timely fashion
• Take minutes of key meetings as required by Head of Support Services and Director of Asia Sub Regional Office
• Support Asia Sub Regional Office Senior Management team on planning, budgeting and expenses
• Support ASRO colleagues based outside of Thailand with guidance and information for travel to Thailand and trouble support needs of these staff and redirecting to the most appropriate ASRO team member.
• Process and ensure that lease agreement/hosting agreement with SCT is secured for ASRO premises/space, utilities, furniture, equipment.
• Arrange all necessary equipment such as laptops, printers, telephone, photocopier, all shared equipment and stationeries for ASRO staff use.
• Maintain the premise, furniture, fittings and all equipment ensuring it is fully functioning and replaced as necessary;
• Manage part time cleaning staff as necessary to maintain premises.

 Meeting organizing and communication.

• Arrange meeting rooms for ASRO staff and be the focal person for day-to-day meetings.
• Day-to-day administration of shared electronic and paper files to ensure easy access to information
• Maintain and update an online ASRO Travel and Meeting Calendar

 Other

• Travel to any humanitarian response sites in Asia to provide administrative support as and when needed.
• Any other tasks assigned by the supervisor.

Qualifications

• Bachelor’s degree (preferably in Administration or other related fields)
• Able to communicate clearly in English via verbal or in writing
• Thai Nationality

Experience and Skills

Essential

• Having 5 year experience in an administrative role and office management, preferably from NGO sector.
• Excellent Thai and English spoken and written skills 
• Excellent organizational and planning skills, and a track record of consistently delivering on time.
• Ability to manage several concurrent tasks and to meet deadlines
• Ability to work in a team with high level of diplomacy and tact in dealing with a wide range of people.
• Experience with computer applications (Microsoft Office, Share Point, Cloud and etc) and ability to troubleshoot network.

Desirable

• Ability to work in a multi-cultural environment, understanding local and international culture
• Willingness to travel locally

The Organization

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday 
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued. 

Application Information

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/careers and https://www.savethechildren.net/careers/apply/details?jid=5560

Closing Date for Application: 29 January 2024

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.