ThaiNGO

Job title:                 ADMIN OFFICER

Location:                Bangkok, Thailand

Contract type:        Full-time

Start:                       As soon as possible

BACKGROUND

The Fulbright Program is an international academic exchange program founded in 1946 with an ambitious goal — to increase mutual understanding and support friendly and peaceful relations between the people of the United States and the people of other countries. Today, the U.S. government oversees an extensive suite of fellowships and scholarships in partnership with more than 160 countries worldwide, including Thailand.

With a bilateral agreement between the governments of Thailand and the United States, the Fulbright Program was established on July 1, 1950, and registered as the Thailand-United States Educational Foundation (TUSEF) or Fulbright Thailand. The TUSEF promotes and oversees academic and scholarly exchanges of Fulbright programs between Thailand and the United States under the direction of the binational Board of Directors. The Fulbright Thailand manages over 13 degree and non-degree programs for Thais and Americans each year.

For more information, please visit the TUSEF website at https://www.fulbrightthai.org/ and Facebook page at https://www.facebook.com/FulbrightThailand.

DUTIES AND RESPONSIBILITIES

Under the overall supervision of the Executive Director, the Admin Officer will be responsible for daily office management, logistics, procurement, visa and work permit, and foundation registration. S/he will undertake the following tasks:

• Provide daily office management, including the security and tracking of assets, appropriate use and maintenance of office equipment and compound.
• Supervise Admin Assistant and Office Maid.
• Work with the Finance Officer to handle and keep records of petty cash payments, and ensure all office related expenses are being paid on time.
• Prepare and manage travel and logistics of Fulbright grantees, staff members, and TUSEF activities.
• Support Fulbright grantees of both Thais and Americans, expatriate staff/volunteers in preparing and completing necessary paperwork for visa, and work/stay permit.
• Procure goods and services in compliance with procurement processes, including vendor development and management, contract negotiation and renewal, and product comparison.
• Assist the Executive Director with the development of procurement manual and keeping it up-to-date.
• Maintain all TUSEF registration’s documents both hard copies and electronic files and coordinate with the government to update as needed.
• Ensure that admin related forms are up-to-date and used. These forms include timesheet, leave request, purchase request and purchase order, vendor comparison, and travel request. Recommend necessary changes to the forms for smoother office management.
• Support the recruitment process, and listing of public holidays.
• Serve as a focal point for new employees, including on boarding, organizing an orientation in coordination with relevant staff, and orienting them on logistics and administrative policies.
• Perform other tasks as assigned for smooth operations of the TUSEF.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor’s degree in business administration, management, or related field from a recognized college or university.
• At least three years’ work experience (Master’s) or five years’ work experience (Bachelor’s) in coordinating and administrative services, logistics and office management.
• Experience working with government agencies, intergovernmental agencies, academic universities, or NGOs is preferred.
• Proven communication skills in English and Thai, both in written and oral.
• Self-starting, detail-oriented, ability to take initiatives and work with minimal supervision are required.
• Ability to work both independently and in a team in a multicultural environment is necessary.
• Skills in Microsoft Office/Google, email, and Internet navigation are required.

HOW TO APPLY

Interested candidates are invited to send an application letter with current and expected salary, and a resume or curriculum vitae in PDF format to tusef+recruitment@fulbrightthai.org with the subject line “Application for Admin Officer”.

Applications will be reviewed on a rolling basis until filled, with the first round of reviews on September 30, 2024. Candidates are encouraged to apply as soon as possible. The salary for this position will depend on qualifications and experience and be in line with the budget.

TUSEF is an equal opportunity employer, and does not discriminate based on race, color, sex, language, religion, ethnicity, disability, age, sexual orientation, or gender identity. TUSEF does not charge applicants any fees. While we respect all applications, only the shortlisted candidates will be contacted.

We look forward to receiving your application and considering you for this exciting opportunity within the Fulbright Thailand.