ThaiNGO

Save the Children International is looking for an Admin and Logistic Assistant – Pattani Office

JOB TITLE:  Admin and Logistic Assistant

TEAM/PROGRAMME: Thailand Country Office             LOCATION: Pattani Office

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: The Admin Assistant will manage and co-ordinate the day-to-day functions of the Pattani office. To assist the Security and Logistics Officer on administration support to the programme in the Deep South of Thailand.

SCOPE OF ROLE:

Reports to:  Security and Logistics Officer

Staff directly reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY :

1. Administrative and support systems

• Ensure the regular collection and dissemination of mailing and courier services as well as co-ordinating courier services between the Pattani office, and Thailand Programme Office in Bangkok
• 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;

• To assist Security and Logistics Officer on booking hotels and transport as requested by team members.

• To assist Security and Logistics Officer on the SCI procurement procedures in Pattani office
• Manage office petty cash and process invoices/payments and expense claims as required;
• Preparing training materials and document as requested.

2. Equipment and premises

• To provide support to record all Assets and General Programming Equipment (GPE) on the correct Register databases
• Maintain the premises, furniture, fittings and all shared equipment in a fully functioning state and replaced as necessary;
• Maintain and update Pattani Office record, co-ordinating with Thailand Programme.
• Ensure the office is well stocked with necessary supplies.

3. Communications and Information

• Day-to-day administration of shared electronic and paper files to ensure straightforward access to information;

• Maintain and update a shared and electronic travel and Meeting Calendar.

4. IT

• Assist in a day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants, as delegated by EAC Project Coordinator.

5. Fleet management

• To assist Security and Logistics Officer on daily trips for staff members, movement of office and assign the driver, both SC drivers and rental car drivers as per requirements.
• Work closely with Security and Logistics Officer on the safety and security matters

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 Admin and Logistic Assistant – Pattani Office._(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.”