ThaiNGO

Job Title

Receptionist cum Administrative Assistant

Division

IPPF Hub

Location

Bangkok, Thailand

Responsible to

Office Manager

Date

June 2017

1.     JOB PURPOSE

The Receptionist cum Administrative Assistant is responsible for general administrative support to the IPPF Hub Office including switchboard and reception duties, office maintenance and supplies management, staff travel logistics, staff leave record maintenance and staff meeting note-taking.

2.    KEY TASKS

Under the guidance and direct supervision of the Office Manager, Director of the Technical Support Facility and the Business Manager, the Key Tasks outlined for the Administrative Assistant, are:

1.   Communications and Mailings

·         To act as first point of contact for incoming calls, voice messages, faxes, mail and e-mail to the general IPPF Hub e-mail box and to forward to the appropriate staff member and/or take appropriate action.

·         To perform reception duties for guests visiting IPPF-Hub.

2.   Office

·         To oversee office supplies, stationery stocks and publications storage, ensuring timely replenishment.

·         To oversee office service contractors (IT support, equipment maintenance, building maintenance contractors, etc.) and to ensure that problems are identified early and quickly solved.

·         To assist with office equipment procurement; sourcing suppliers, obtaining quotes, and placing orders.

·         To ensure that the office is kept clean and tidy and in a reasonable state of repair.

·         To liaise with Planned Parenthood Association of Thailand (PPAT) staff on office-related issues as appropriate.

3.   Travel

·         To assist in managing travel logistics for all IPPF Hub staff including sourcing quotations for and booking flights and accommodation, entering trip data into the eIMS, securing visas, and preparing all necessary arrangements.

·         To assist with preparation of papers and files for meetings attended by IPPF Hub staff as required.

4.   Staff Record Maintenance

·         To maintain and update all IPPF Hub staffs contact list, staff leave and medical leave records, forwarding to the Unit Heads for approval and sign-off.

·         To maintain record of staff movement at the IPPF Hub.

·         To maintain a public office calendar of staff leave and travel commitments.

5.   Staff Meetings

·         To schedule, prepare and minute IPPF staff meetings as required by the Unit Heads.

·         To maintain a public office calendar of staff meetings.

6.   Hardcopy Filing

·         To assist with developing and maintaining a hardcopy filing system for the individual units.

7.   Others

·         To assist provide support to staff recruitment processes – securing quotations for and placing job advertisements.

·         To ensure that commercially valuable information is treated confidentially and that physical and electronic records are secure.

·         To undertake any other duties related to administration as requested by the Office Manager.

3.   PERSONAL COMPETENCE & QUALIFICATIONS

·          

·         Minimum five year related work experience in an administrative position.

·         Computer literacy.

·         Good interpersonal & communication skills.

·         Relevant tertiary level qualification including courses in computer and typing.

·         Fluency in English.