ThaiNGO

Scope of Work

USAID Partnerships for Green Investment

Human Resources and Administration Specialist

Project Background

DAI (Thailand) Ltd, an international consulting firm, is recruiting a qualified and motivated Human Resources and Administration Specialist for the USAID-funded Partnerships for Green Investment (PAGI) activity. Based in Bangkok, the activity was initiated in July 2024 and is anticipated to last until July 2029. USAID/PAGI will accelerate the transition in the land use sector across Southeast Asia through: 1) increasing sustainable and scalable investments in low emission land use, biodiversity conservation and climate resilience in agriculture and forestry supply chains; 2) adopting and/or implementing credible environmental, social, and governance (ESG) standards for low emission, biodiversity conservation, and resilient investments; and 3) enhancing inclusive and equitable benefit sharing to local communities and smallholders.

Position Purpose

The HR and Administration Specialist will be responsible for supporting the effective human resources management and administrative operations of the PAGI office. He/She will report to and assist the Director of Finance and Operations on the project’s day-to-day activities. This position is open to Thai Nationals only.

Key Duties & Responsibilities

Human Resources

• Identify qualified candidates and encourage prospective candidates for employment; screening, short-listing, interviewing, and making hiring recommendations; checking references.
• Ensure recruitment is compliant with the DAI policies and procedures as well as USAID requirements and Thai laws.
• Establish calendar and process for completing annual and probationary employee performance evaluations; train supervisors; track and notify managers to ensure that policies and procedures are followed according to the Personnel & Policy Manual.
• Establish and maintain a database of all employee contracts with key information for all staff.
• Assist in updating personnel and policy manual, review and/or advice on policy change, dissemination, and implementation of new policies from HO or management.
• Ensure all documentation is provided to departing staff including exit orientation, return of project property; assist in drafting termination letters and orient departing employees on benefits.
• Ensure accurate recording of office personnel and pay records, including, but not limited to, leave taken and available, and advise the Director of Finance and Operations on a monthly basis.
• Maintain staff timesheets, prepare monthly timesheet report to finance including leave taken, changes in status, increases or transfers for the payroll.
• Establish and maintain a complete set of Organizational Charts, update and distribute them regularly to key staff within the project.

Project and Office Administration

• Maintaining project files and documents following DAI and USAID rules and regulations.
• Providing logistical support for project events and activities.
• Performing receptionist duties, receiving and directing telephone calls, email communications.
• Helping to coordinate conferences and meetings and arranging events.
• Supporting the Director of Finance and Operations in the coordination and follow-up of all transportation logistics for staff and visits as needed.
• Supporting consultants and project staff with administrative processes and requirements.
• Scheduling and confirming appointments for clients, customers, or supervisors.
• Overseeing purchase, receipt and distribution of office supplies and stationery.
• Preparing packages and documents for mail, courier, and messenger.
• Make travel arrangements for general and program management.
• Other administrative and operational support, as needed.

Qualifications

• Bachelor’s degree and 4+ years of human resources and administrative assistance experience, or an equivalent combination of education and experience.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Strong verbal and written communication in English and Thai.
• Previous experience working with international NGOs or donors, experience with USAID-funded projects is a plus.

• Excellent attention to detail and ability to plan, organize, and prioritize multiple tasks remaining flexible while adhering to strict deadlines.
• Flexible to work under pressure and in response to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.

Application Instructions: Qualified candidates should submit a PDF-format CV in English in PDF format by clicking on the following link: https://fs23.formsite.com/OLJTgx/ort64j3zzr/index
Deadline: 30 Aug 2024

Only shortlisted candidates will be contacted. No phone calls or in-person applications will be accepted.