ThaiNGO

TITLE:   Logistics and Administration Officer

TEAM/PROGRAMME: Programme Implementation         LOCATION:  Mae Sot Office 

CONTRACT LENGTH: 1 year 

ROLE PURPOSE:

The logistics & Administration Officer will manage and co-ordinate the day-to-day functions of the Projects implemented by Mae Sot Office. To administrative and support systems and service providers in order to facilitate the smooth operations of the Project.  Provide executive assistant support to the Programme Manager(s).

Reporting to the Senior Field Coordinator, responsible for procuring goods (e.g. office supplies, computers, text books, NFI, etc.) and event management (e.g. meetings, trainings, etc.).

SCOPE OF ROLE:

Reports to: Senior Field Coordinator – QUEST with dotted line management by the Bangkok Logistics/Admin Manager

Staff reporting to this post:  2

Direct:    Office Maid and Driver

Indirect:   None

Budget Responsibilities:  None

Role Dimensions: None

KEY AREAS OF ACCOUNTABILITY:

1. Administrative and support systems

• Focal point and specialist on SCI procurement procedures in Mae Sot office
• Focal point for procurement of tangible goods; receives all Procurement Requests (PR’s) and regularly maintains and distributes a Procurement Tracker in Mae Sot office.
• Maintain regular contact with suppliers to good service delivery and value for money.
• Ensure the regular collection and dissemination of mailing and courier services as well as co-ordinating courier services between the Mae Sot 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;
• Ensure the timely and accurate booking of flights, hotels and transport as requested by team members.
• Manage office petty cash and process invoices/payments and expense claims as required;
• Support and arrange for local camp pass in 4 provinces

2. Equipment and premises

• 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 Mae Sot record, co-ordinating with Thailand Programme.
• Ensure the office is well stocked with necessary supplies.
• Ensure the office premises are well equipped, fully functioning and fit for purpose, liaising with the Thailand Programme Office in Bangkok as appropriate.

3. Communications and Information

• Day-to-day administration of shared electronic and paper files to ensure straightforward access to information;
• Update visitors and safety and security guidelines;
• Maintain and update a shared and electronic RO 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. HR work

• Maintain, compile and update all staff lists, directories, organisational charts/ organogram, information sheet, ensuring that relevant information is shared timely;
• Provide induction to Mae Sot new staff on HR, logistics and office management.
• Update staff leave record and report to HR officer by monthly

6. Security and Safety

• Ensuring protocols and procedures are in place in the event of a security incident, from road traffic accident to other national disaster. This must include clear actions for both field and office based staff, during office and out-of-office hours, and includes identification of evacuation routes, and roles and responsibilities of staff.
• Security Focal Point to provide security and safety induction to all visitors to visit Mae Sot Field office
• Ensure all safety equipment are in place and functional

7. Fleet management

• Day to day management of the fleet assigned to area of operation.
• Arrange 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 driver on the safety and security matters

BEHAVIOURS (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
• Bachelor’s degree (preferable in Supply chain, Logistic, Administration)

EXPERIENCE AND SKILLS

Essential

• Previous experience in an administrative role
• Excellent spoken and written communication skills.
• Excellent organisational and planning skills, and a track record of consistently delivering on time.
• Ability to speak, read and write in Thai and English as working languages.
• Ability to manage several concurrent tasks and to meet deadlines
• Ability to work in a team.
• Experience with computer applications (Microsoft Office, internet) and ability to troubleshoot network, desktop/laptop and telecommunications issues.
• High level of diplomacy and tact in dealing with a wide range of people.

Desirable

• Commitment to Save the Children’s mission and values

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Health and Safety

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

Equal Opportunities

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

SCI offer competitive National package; Transportation & Communication allowance, Well ness Top up 20,000 THB/year, 13th month salary & Annual leave 20 days, etc.

Interested candidates should submit a motivational letter, comprehensive CV, Link to 2 most recent publications or soft copies can be attached, and details of at least 3 referees to: hr.thailand@savethechildren.org  Closing date for submissions:  1 April 2018

Please indicate in the subject as “Apply for Logistics and Administration Officer (based in Mae Sot)_(Name of candidate)”

Only shortlisted candidates will be notified.

“We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse”