ThaiNGO

Contact: nujarinp@arcrelief.org
POSITION TITLE: Administrative Assistant (Mae Sot)     DATE: June 17, 2016 
HQ DEPARTMENT or COUNTRY PROGRAM: Thailand     GRADE: 2
RESPONSIBLE TO: Logistics & Procurement Officer    EEO Code:  
STATUS (Full time, Part time, Temporary):  full-time    
SUPERVISORY CAPACITY: None    

DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION 
ARC maintains a healthy and safe environment for refugee women, children, and families. Services provided include: access to comprehensive, quality primary health care and to gender based violence (GBV) prevention/response services, training, and refugee/community capacity building and integration.  The project focuses on: health and nutritional needs for pregnant women and children under 5; increasing community awareness, treatment and prevention of disease; strengthening GBV prevention; and income generation capacity to meet community and individual needs.   
 
PRIMARY PURPOSE OF THE POSITION 
To support the programs in achievement of the mission and work plans for ARC services in Mae La, Nu Po and Umpiem Mai temporary shelters in Tak Province 

MAJOR AREAS OF ACCOUNTABILITY (List the primary duties and responsibilities of the position as simply, yet completely as possible.  Include the average percentage of time spent on the duty/responsibility.  Generally there are no more than ten (10) major responsibilities.)

PRIMARY DUTIES/RESPONSIBILITIES                                                                                                    % OF TIME
Communication Functions
1.    Receive and convey incoming communication to the appropriate ARC staff.
2.    Maintain records of phone communication during staff travel.
3.    Carry the on-call communications devices—mobile phone —during office hours (8:30-5:30) Monday-Friday.  
•    Make sure that coverage is continuous, that responsibility is transferred to an on-call driver at 5:30.
4.    Make sure that satellite phone and mobile phone batteries are charged.
5.    Communicate with Thai government offices (especially district office, camp commanders, Public Health, Mae Sot & Umphang Hospital), other agencies, offices, staff, shops, etc. as directed by ARC staff.
6.    Monitor and resolve problems with communications systems: phone, mobile radio, satellite phone, and on-call mobile phone.
7.    Assist coordinators in communicating with agencies, offices, staff, shops, camp personnel, etc.     30%
Administrative Functions
8.    Manage administrative/logistical functions to support the office and programs.
9.    Assist ARC staff in administrative and logistical duties as needed.
10.    Make photocopies, collate, do errands, and perform other office duties as directed by ARC staff.
11.    Prepare and follow up on supply and staff travel permission documents.
12.    Prepare and follow up on documents needed for the Thai government, Immigration, Communications Authority of Thailand, etc.
13.    Prepare and ensure completeness of refugee staff contracts and related documents.
14.    Maintain files, documents, resource materials, and records.
15.    Track telephone bills.
16.    Update anti-virus software on office computers regularly; perform regular virus scans on all computers.
17.    Run maintenance programs on all computers regularly.
18.    Repair problems with computers.
19.    Prepare and compile field staff timesheets (local staff) for review by Field Coordinator; assure accuracy.
20.    Maintain the ARC office as directed by the Field Coordinator.
21.    Preparing all the required documents for applying a Visa process  ( apply a visa from aboard, apply a visa in Thailand, renew visa, 90 days report and cancel visa)
22.    Preparing all the required documents for applying a Work Permit process (apply a pre-work permit, apply a work permit, renew a work permit, make any change in a work permit and cancel work permit)
23.    Preparing all the required documents for applying Camp Pass     50%
Security
24.    Maintain security for office supplies and equipment.
25.    Maintain a sign out system for office supplies.
26.    Act as “local security leader”.  
•    Adhere to established safety/security policies and procedures.  
•    Train local staff and test competency for safety and security procedures.
•    Assist the Field Coordinator in situation and incident reports.
•    Conduct security and safety audits.
•    Gather information regarding security situation or influx of new refugees.     5%
Financial
27.    Assist the accountant with financial functions.
28.    Preparation for monthly Refugee stipend payment     10%
Miscellaneous:
29.    Adhere to established safety/security policies and procedures.
30.    Adhere to prevention of sexual abuse and exploitation code of conduct, sexual misconduct policy, and consensual relationships policy.    5%

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED 
1.    Office experience; or college/technical school training.
2.    Fluency in Thai; good verbal and written English.
3.    Willingness to work in rural and border areas.
4.    Computer skills.

KEY BEHAVIORS & ABILITIES 
1.    Ability to communicate with other staff and agencies: English and Thai.
2.    Ability to work in a team: coordination and communication skills.
3.    Ability to work and live in uncomfortable conditions.
4.    Ability to work in ambiguous program conditions.
5.    Ability to solve problems and work independently.