ThaiNGO

Administrative Support Specialist: Urgently Required

Organization: International Resources Group (IRG)
Post by: International Resources Group (IRG)

Project – USAID Wildlife Asia

The USAID Wildlife Asia Activity seeks to significantly reduce wildlife crime in Southeast Asia and China by employing a comprehensive regional cooperation approach. Specifically Wildlife Asia will (i) Reduce consumer demand for wildlife and wildlife products in target areas; (ii) Strengthen regional law enforcement capacity and coordination; (iii) Increase commitment to addressing counter wildlife trafficking (CWT); and, (iv) Support the USAID Regional Development Mission for Asia’s (RDMA’s) regional coordination of CWT stakeholders and efforts to strengthen the US Government (USG) interagency CWT initiatives. The USAID Wildlife Asia Activity’s geographic scope includes all ASEAN countries, with a focus on the Lower Mekong (Thailand, Laos, Vietnam, and Cambodia) and China.

Role

The Administrative Support Specialist will support the Operations and Procurement Manager in all aspects of Human Resources, Administration, Procurement, Logistics, and Travel.

Responsibilities

The Administrative Support Specialist shall be responsible for supporting the following activities:

Office Administration

• Following procedures and templates provided by the Operations and Procurement Manager, develop procurement requests for supplies, furniture, equipment, training, events, and services as requested (i.e., obtain quotations, prepare purchase orders, make payments, and prepare justifications of expenditures).
• Update project assets inventory, ensuring that all assets are properly assigned inventory numbers and/or tags to minimize misuse and losses to all inventory items.
• Report any office equipment maintenance/repair needs in a timely fashion to ensure a smooth functioning operation.
• Following the guidance of the Operations Manager, maintain all administrative systems for the project, including information resources, general filing, electronic filing, contracts and leases, travel, IT, subscriptions, insurances, etc.
• Support events, conferences, and workshops with administration and logistics needs including arranging refreshments and venues, maintaining meeting calendar, taking notes during meetings and events, and distributing minutes to attendees as needed.
• Maintain a proper and user friendly filing and document control system for human resources and procurement files.
• Other administrative tasks as assigned by the Operations and Procurement Manager.

Travel & Logistics

• Support travel and accommodations requests, following USAID and IRG policies and procedures, including booking hotels, ground transportation, and/or air travel.

Reporting

The Administrative Support Specialist will report to the Operations and Procurement Manager.

Qualifications

• Minimum 3 years of progressive experience in field office administrative support.
• Prior USAID project experience is required
• Effective communications skills (both written and verbal).
• Excellent attention to detail.
• Able to multi-task, meet deadlines, and produce quality documents.
• Proficient in Microsoft Office and Excel software packages.
• South East Asia experience preferred.
• Bachelor’s degree required in relevant field.
• Fluency in written and spoken English required.

Qualified Thai nationals are encouraged to apply. IRG is an equal opportunity employer and women are encouraged to apply.

Interested candidates, please submit CV, letter of interest, and expected salary to the following address: Jiraporn.Chotipanich@usaidwildlifeasia.org

Subject line: Wildlife Asia – Administrative Support Specialist