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Administration Assistant

: CARE – Asia Regional Management Unit, Bangkok, Thailand

: Nonprofits / องค์กรไม่แสวงหาผลกำไร

: 1542

: 18 July 2025

15 August 2025

 

CARE International is one of the world’s largest private relief and development agencies and has its Asia Regional Office in Bangkok, Thailand.

Vacancy: Administration Assistant

Location: CARE  – Asia Regional Management Unit, Bangkok, Thailand

 

About CARE

As a global leader, CARE is shaping the future of the humanitarian and development sector. Each year, we deliver support and services to millions of people in over a hundred countries. We do this by focusing on our mission and living the values that drive our organization. A career at CARE is an opportunity to be part of a movement that brings communities together to solve complex problems and foster lasting change throughout the world. We seek individuals who are passionate about humanitarian and development work, collaborate well with others, embrace learning and innovation, and deliver results.

CARE is a mission-driven international humanitarian aid and development organization that offers an opportunity to work with people across the world. Not a day will go by that you won’t learn something profound, meet an expert, or write a sentence that can change a life. We are committed to an environment where everyone can succeed.

CARE is an Equal Opportunity employer. We provide equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, religion, ancestry, national origin, age, disability, marital status, or veteran status, or any other characteristics protected under applicable law.

Position Summary

The Administration Assistant will play a vital role in supporting the Regional Director (RD) and the overall operations of the Asia Regional Management Unit (ARMU).

This role involves managing the RD’s calendar, organizing meetings, arranging travel and visa processes, and ensuring effective communication. The Assistant will also support expatriate staff with settling-in processes, handle logistics for visiting staff and events, manage petty cash, and ensure a clean, organized, and well-maintained office environment.

This is a multifaceted position that requires strong administrative and organizational skills, attention to detail, and a high level of discretion.

Key Responsibilities

1. Personal Assistance to the Regional Director & Office Communication (60%)

• Calendar Management: Organize the RD’s schedule, meetings, and travel to ensure smooth operations and timely commitments.
• Communication: Serve as the main contact point for all correspondence, including mail, pouch, faxes, and calls. Maintain an up-to-date global CARE contact list.
• Administrative Support: Draft official correspondence, reports, and presentations. Handle document management and submissions.
• Travel Coordination: Arrange itineraries, accommodations, and travel logistics. Submit travel expense reports (TER) and reimbursements to Finance in a timely manner.
• Meeting Management: Schedule and organize internal and external meetings, including logistics, agenda preparation, and minute-taking as needed.
• Information Management: Maintain filing systems, databases, and ensure records are easily accessible.
• Confidentiality: Handle sensitive and confidential matters with discretion and professionalism.

2. Administrative and Logistic Support (20%)

• Maintain updated administrative files, including requisitions, payment requests, and related documentation.
• Coordinate and arrange travel and hotel bookings for ARMU staff and guests.
• Assist in visa arrangements and related documents for staff and visitors.
• Liaise with Raks Thai Foundation for event and workshop logistics or take the lead in their absence.
• Receive and coordinate all billing and payment processes with the Finance/Accounting team (travel advances, reimbursements, petty cash replenishment).
• Supervise the office housekeeping to ensure a clean and professional work environment.
• Monitor the condition of office equipment (computers, printers, furniture) and arrange for repairs or replacements as needed.
• Ensure adequate stock of office supplies and consumables (water, coffee, newspapers, etc.).

3. Expatriate Staff Support (10%)

• Assist the Office Manager in processing Thai visas, re-entry permits, 90-day reporting, and work permit renewals for expatriate staff.
• Liaise with the Immigration Office and Ministry of Labour as necessary.
• Provide support for expatriates’ housing needs, including lease agreements, utilities, and general relocation support.
• Assist with the customs clearance of shipments for incoming/outgoing personal belongings.
• Offer general administrative and logistical support regarding schools, transportation, maintenance, and other relocation matters, under guidance from the Office Manager.
• Other responsibilities as assigned. (5%)

Required Qualifications

• Bachelor’s Degree holder; additional qualifications as an Office Assistant or Secretary will be a plus.

How to Apply

Please submit an application letter along with an updated CV / Port Folio to ARMU.jobs@care.org indicating the job title as the subject of your email.

 

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

 

Contact : Please submit an application letter along with an updated CV / Port Folio to ARMU.jobs@care.org indicating the job title as the subject of your email.  

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ธุระการ / Administrative