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Office Assistant (consultant) Bangkok, Thailand

: Terre des Hommes Netherlands (TdH NL)

: Nonprofits / องค์กรไม่แสวงหาผลกำไร

: 1588

: 10 April 2024

15 April 2024

Terms of Reference for Office Assistant (consultant) Bangkok, Thailand

 

1. Background

Terre des Hommes Netherlands (TdH NL) aims to protect children by preventing and stopping child exploitation and by empowering children to make their voices count. TdH NL focuses on sexual exploitation of children, the worst forms of child labour, child trafficking and migration, sexual and reproductive health and rights, and on child protection in humanitarian crises. For each of these forms of child exploitation, TdH NL is developing and implementing projects and programmes through local partners, mainly in Asia and East Africa. In Asia, TdH NL works in Cambodia, the Philippines, Thailand, Bangladesh, India, and Nepal.

 

2. Consultancy Purpose and Use

The Office Assistant Consultant will support the Regional Operations / HR Coordinator (RoC) Asia with an Office Assistant role.

The Office Assistant is the first point of contact of the organisation for visitors and incoming telephone calls. With this the Office Assistant is an initial representative of the organisation and a service-oriented and customer-focused attitude is expected.

The office assistant reports to the manager of the department in which the function is positioned and has no direct reports of its own.

 

3. Specific Objectives of the Consultancy

Terre des Hommes Netherlands is looking for an Office Assistant Consultant who will work closely with the Regional Operations / HR Coordinator Asia in managing the office. The office assistant is responsible for dealing with incoming telephone traffic, receiving visitors and performing light financial and administrative work.

 

4. Time period and Geographical area:

The Office Assistant Consultant work stations will be based in the Terre des Hommes Netherlands office, Bangkok, Thailand.  

This consultancy is expected to span approximately 6 months with a possibility of extension. Ideally the consultant will start as soon as possible. 

 

5. Scope of work

1) Performing reception work 

Reception 

Sharing information 

Information has been disseminated in such a way that communication materials are shared through online platforms.

• To receive/welcome guests and ensure the guests are well taken care of as per instructions.
• Maintain a logbook in and out (register and maintain letters code number) for all incoming and outgoing mails, faxes, couriers etc make photocopy of necessary documents before sending out. 
• Distribute the incoming documents to related staff and make a brief translation from Thai To English for the Regional Director Asia the letter from the ministry. 

1.1. Facility management, office supplies 

• To ensure the cleanliness of all the working spaces and the office environment. 
• Procure, issue and manage the inventory of office supplies, office assets (including stationery, household and groceries) according to the need and requirements of the departments, internal guidelines and approved budget. 
• To manage and maintain a stock register and asset list, asset transfer and record especially when the new asset is purchased by keeping it up to date and making it available when is requested.
• To assist (RoC) in searching for suppliers/providers of services at a competitive price and prepare/update supplier list, make contract and share with RoC the last updated list semesterly.

1.2. File archive

• To maintain a documentation and filing system, internally both hard and soft copy. 

1.3. Other common activities 

• Assist other departments in all assigned duties related to administration and operations, such as purchasing, ordering and receiving.
• Procure, issue and manage staff flight tickets, accommodation booking, meeting room booking etc as per request, according to the need and requirements of the departments following internal guidelines and approved budget. 
• Event arrangement such as meeting, workshops in Bangkok, Thailand.
• Performing common administrative activities, such as (ad hoc) work to support other departments.
• Think about ways to improve the quality and efficiency of the office administration and share these ideas with the team.
• Prepare a complete set of documents required for visa application and extension for expat staff and prepare track record of visa expired date and get advice from RoC on renewal. 

1.ICT

• Assist in maintaining the ICT systems and machines  
• Assist RoC to work with the IT team on IT issues reported by staff and other general IT related issues by sending requests to IT HO team to fix/troubleshoot, or find other solutions on program software as per advice by RoC. 
• Assist in IT equipment procurement with recommended specs.
• Assist RoC to keep up to date the asset/inventory record of IT equipment for Thailand 

3.1. Contract coordination 

To compile and keep up to date on spreadsheet with link to all contracts such as expat accommodation, office rental, internet, electricity, TdH vehicle if any, office insurance (fire and burglary), MoU with relevant ministry institutions in Thailand, share it with RoC and remind RoC at least  two months in advance for renewal of the mentioned contract before expired and update on her calendar of all contract expired date.

4.1. Finance 

Assisting in Payment:  

Provide finance assistance on the direct payments and collecting the invoices, receipts and others that he/she may have in Thailand, then send them to the Regional Office Assistant based in Phnom Penh, Cambodia along with monthly cash control  report for recording, filing and reporting.  

1. Other areas

• Safety & security: Assist the RoC in implementing and executing the security manual and SOP’s.
• Represents the Regional Director Asia/Regional Operations Coordinator in the area of office management.

1. Intellectual Property: All information pertaining to this project (documentary, audio, digital, cyber, project documents, etc) belonging to the client, which the consultant may come into contact with in the performance of their duties under this consultancy shall remain the property of TdH NL  who shall maintain exclusive rights over their use. Except for purposes of this assignment, the information shall not be disclosed to the public nor used in whatever form without written permission of TdH NL.

1. Ethics and Safeguarding Policy 

The consultant shall sign and abide by the TdH NL Integrity framework including Safeguarding Policy, Code of Conduct, Read and Sign the Conflict of Interest policy, and its related procedures and will be required to disclose any prior convictions and  undergo or present an up to date and valid criminal background check.

1. Payment Amount and Procedure

Payment shall be made based on a monthly  invoice and timesheet to be submitted by the consultant. 

1. Profile of the Consultant:

Education

• Bachelor degree in Administration and/or Finance is preferable; 
• Able to read, write, speak in both English and Thai language 

Knowledge and skills required

• Communications 
• Negotiation
• Customer focus
• Administration
• Quickbook 
• Finance 

1. Supervision / Management of the Assignment

The consultant will be supervised by the Regional Operations / HR Coordinator Asia 

1. Expressions of Interest

Interested applicants are required to submit a proposal including 1) An up to date CV and 2) Covering Letter with expected monthly pay amount can be in TH Baht or US Dollar. 

The  full proposal and supporting documents should be submitted no later than  April 15, 2024; 17:00PM (GMT+7)   

TdH NL reserves the right to request additional documentation from the shortlisted candidates/ firms for final decision making. The recruitment is on a rolling basis. 

 

Others

TdH NL aims to attract great talent that not only fits the job but also our high standard of values and principles to prevent and eradicate any type of misconduct including sexual harassment, exploitation and abuse, any other type of misuse of power or lack of integrity and financial misconduct. 

TdH NL in particular is committed to keeping children and vulnerable individuals safe and does not accept any form of (child) abuse. Every TdH NL employee is bound by the Child Safeguarding Policy and Protection from Sexual Exploitation and Abuse (PSEA) Policy, part of our Code of Conduct. Child safeguarding measures are part of our selection and recruitment process.

All offers of employment/service will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks, or integrity screenings/references relating to misconduct and disciplinary actions in prior employment. By submitting your application you accept that TdH NL will conduct such pre-employment screening for successful candidates. TdH NL participates in the Inter-Agency Misconduct Disclosure Scheme.

Terre des Hommes Netherlands is committed to keeping children safe. We therefore implement child safeguarding measures as part of our selection and recruitment process.

 

Apply for This Job https://tdh.bamboohr.com/careers/50 

Contact : -

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ที่ปรึกษา / Consultantผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistantผู้จัดการโปรเจค / Project manager