ThaiNGO

Save the Children International is looking for an Administrative and Procurement Assistant

JOB TITLE:  Administrative and Procurement Assistant

TEAM/PROGRAMME: Thailand Country Office             LOCATION: Bangkok, Thailand

Type of Contract: Fixed term contract

CHILD SAFEGUARDING: Level 1 - No CRB check is required as you will not have contact with children or young people.

ROLE PURPOSE:

Reporting to the Logistics and Admin Manager, responsible for visa and work permit for TAs, procuring services (e.g. cleaning, photocopying, vehicle rental, internet, etc.) and arranging workshops, meeting and events.

SCOPE OF ROLE:

Reports to:  Logistics and Admin Manager

Staff directly reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY :

1. Administrative and support systems

• Arrange and provide administrative support on travel and accommodation for 4-5 regional technical staff including booking tickets, accommodation and arranging visas
• Ensure the regular collection and dissemination of mailing and courier services as well as co-ordinating courier services between the regional office, country office and sub offices
• Ensure a professional image of Save the Children is portrayed as the first point of contact for all visitors to the office and all callers by providing an efficient, effective and courteous reception to welcome guests and visitors to the regional office ;
• Answer telephone calls, exchange information, take messages for members of the team and redirect calls where team members are away to ensure effective communications in the regional team;
• Manage office petty cash and process invoices/payments and expense claims as required;

2. Procurement

• Support the Logistics and Admin Manager with procurement of services and dealing with suppliers related to services
• Maintain regular contact with service providers and vendors, under the supervision of the Logistics and Admin Manager, to facilitate the smooth running of the country office.
• To provide the Bangkok office and the team timely, efficient and effective delivery on procurement process and policy.
• Facilitate filing of purchase requests, purchase orders, bid analysis, other procurement related documents (both hard and soft copies) to comply with documentation requirements for reporting/donor compliance.
• Responsible for communicating with suppliers to get quotes, specifications and quality information. Ensure that due consideration is given to delivery scheduling and conditions including lead time to delivery, guarantees, packing, transportation, quality, penalties and returns policies when required
• Obtain written quotes from suppliers and service providers as necessary
• Ensures proper documentation of all Procurement processes are follow by SCI standard
• Maintain a files or record of suppliers are up to date
• Prepares and maintains procurement and logs trackers weekly

3. Equipment and premises

• Maintain the Thailand Country Office premises, furniture, fittings and all equipment in a fully functioning state and replaced as necessary
• Maintain and update Country Office asset register/record, coordinating with Finance as necessary
• Ensure the Country Office is well stocked with necessary supplies.

4. Communications and Information

• Day-to-day administration of shared electronic and paper files to ensure straightforward access to information
• Update Thailand office visitors to the region with a welcome pack covering safety and security guidelines
• Maintain and update a shared and electronic travel and meeting calendar.

5. Travel, Procurement and Events

• Provide administrative support for the team and other staff as required in organising workshops and conferences and liaise with outsourcing services as applicable
• Make local and international travel and accommodation arrangements, including support for obtaining visas for travel for technical advisors
• Facilitate processing of visa and work permit applications/renewals for international staff based in Thailand

6. IT

• Assist the Logistics and Admin Manager in day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants

7. Security and Safety

• Provide a Safety and Security briefing to all visitors and participants who attend workshops or meetings in Thailand
• With guidance from the Senior Manager for Support Services, ensure all safety equipment are in place and functional

Additional job responsibilities: Government and External Relations

• Assist Logs and Admin Manager in preparing reports to the Royal Thai Government;
• Co-ordinate the process of acquiring and renewing visas and work permits in liaison with outsource services as applicable;
• Assist in preparing relevant working documents to submit to the RTG for operating license, work permit, multi-entry visas) including monitoring the visa and work permit status working sheet;

SKILLS AND BEHAVIOURS (SCI Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS 

• Thai Nationality
• Excellent spoken and written communication skills.
• Excellent organisational and planning skills, and a track record of consistently delivering on time.
• The ability to speak, read and write in Thai and English as working languages.
• The ability to manage several concurrent tasks and to meet deadlines
• Ability to work in a team.
• High level of diplomacy and tact in dealing with a wide range of people.

Commitment to Save the Children’s mission and values

EXPERIENCE AND SKILLS

• Previous experience in an administrative role

• Experience with computer applications (Microsoft Office, internet) and ability to troubleshoot network, desktop/laptop and telecommunications issues.

Equal Opportunities

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Health and Safety

The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Save the Children offers competitive remuneration package.

Deadline for submission of application is on 10^th February 2017

To apply, please send your application and CV to HR & Admin Manager at email address: hr.thailand@savethechildren.org

Please indicate in the subject as “Apply for an Administrative and Procurement Assistant

.(Name of candidate)”

Only shortlisted candidates will be notified.

“We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.”