ThaiNGO

TERMS OF REFERENCE: 

Functional title: Administrative and Human Resource Officer

Location: Bangkok, Thailand 

Period: September 2024 - September 2026 (2 years)

Reports to: Finance, Administrative and HR Manager 

Background 

The Asia Pacific Transgender Network (APTN) is a regional network that is working towards the advancement of trans rights in the Asia Pacific region through research and evidence generation, legal, policy and programmatic advocacy, and public campaigning. APTN office is legally established and has been operating as a registered entity as a Thai Foundation in Bangkok, Thailand. APTN currently works with more than 15 partners in 12 countries in the region 

About the position 

APTN is seeking a new staff member to help improve our foundation operations in administration and Human Resources. The position will work under direct supervision of the Finance, HR and Administrative Manager. 

Scope of work: 

Develop and manage digital filing system for human resources 

Secure volunteer/ interns visas and work permits for international staff 

Handle banking, bill payment, and liaise with Thai service providers 

Provide Thai language support for staff 

Prepare documentation for local reporting requirements with Thai government 

Assist team members on various projects

Human Resources

Assist in developing HR plans strategic to support overall foundation mission, vision, and social impact; including intern/ volunteer/ staff recruitment and retention plans

Assist in developing a staff wellness program

Maintain physical and digital personnel records like employment contracts, timesheets, new hires, position changes, and holiday/sick leave/ compensation leave requests 

Assist in posting staff/ consultant job descriptions, research job posting sites 

Schedule volunteer/staff interviews and contact candidates as needed 

Assist and implement staff/volunteer training content and videos 

Support the orientation of new staff/volunteers by providing orientation training, information packets, reviewing Foundation policies, etc. 

Inform staff of benefits packages according to policies or as required 

Scheduling and coordinating with managers on provisions of staff trainings on financial and organisation systems and processes 

Ensure compliance with local labor law regulations on all staff related matters 

Liaise with the Ministry of Health and Labor as necessary 

Provide support to the office in all other HR matters 

Administration 

Assist in the preparation of supporting documents (such as visas) needed for staff field/monitoring visits 

Assist supporting documents, invitation letters, registration forms and preparation for the APTN workshop/ events participants 

Assist staff in the preparation of travel authorizations requests and assist in the work travel arrangements such as air tickets and accommodations booking of APTN staff, workshop participants and all events/ meeting participants 

Assist in a preparation of food, beverage and refreshment for meeting, training and workshop 

Assist in quarterly stationary supplies stock-checking and raising Purchase Requisition (PR) to replenish the stock including other office supplies for the office helper 

Maintain and update regularly all administrative filing and other documentation 

Prepare payment request for all staff communications monthly invoice for office telephone, mobile phone, internet and others upon request 

Carry out postal arrangements for all parcels/ posts destined for Bangkok and other field offices 

Translate Thai documents into English language content and proofread administrative emails and documents when requested 

Ensure Foundation policies align with and advance APTN’s mission and social impact 

Update assets inventory on a monthly basis 

Ensure smooth day to day office operations 

Photocopy and scan all necessary documents

Perform other duties as requested and assigned by the supervisor 

Procurement 

Assist in purchasing products and materials according to the Purchase Requisition (PR) by following the procurement process set forth in the APTN procurement policies and procedures (SOPs) 

Assist staff in obtaining invoices and receipts from vendors, checking and recording delivery of products and materials from all vendors 

Maintain and update supplier information especially for regularly purchased items 

Maintain and update regularly all procurement filing and other documentation 

Perform anti-terrorist scan for compliance of suppliers, consultants and staff 

Ensuring legal compliance of APTN and its staff 

Ensure visas and work permits of non-Thai staff are updated and addressed on time 

Ensuring APTN Foundation legal status validity 

Oversee and make arrangements of filing, storage and systematize network’s document in accordance with the Thai legislation and regulation 

Ensures compliance with Thai registration and annual reporting requirement 

Liaise with Legal Advisor on foundation matters 

Qualifications 

University or Bachelor Degree in Business Administration, Human Resource, Management or equivalent 

Minimum five (5) years of relevant experience in the area as an Administrative/ Programme Officer, Administrator or similar role 

Detail oriented, strong organization skills with a problem-solving attitude - Solid knowledge of office procedures 

Experience with visa and work permit arrangements 

Experience with office management software like MS Office, MS Excel and MS Word, specifically 

Ability to handle multiple and competing priorities 

Familiarity with international NGO principles and practices 

Excellent written and verbal communication skills in written and spoken English and Thai are required. 

Open to all nationalities

Salary

20,000 - 30,000 THB per month (commensurate with experience). 

How to Apply 

Interested candidates should submit a cover letter and CV to apply@weareaptn.org. Recruitment is on a rolling basis and may close ahead of the deadline once a suitable candidate has been identified. Please indicate “Application: Administrative and HR Officer” in the subject of email. Transgender Persons from Asia and the Pacific are highly encouraged to apply. 

Only shortlisted candidates will be notified. 

APTN is an Equal Opportunities Employer. APTN adheres to a fair recruitment process, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences. 

Lesbian, gay, bisexual, intersex persons, transgender and gender non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be notified