ThaiNGO

TITLE:   HR/Logistics and Administration Officer

TEAM/PROGRAMME: Programme Implementation            LOCATION:  Phang Nga Field Office 

LENGTH:  1 year 

ROLE PURPOSE:

The HR/Logistics/Admin Assistant will manage and co-ordinate the day-to-day functions of the Projects in Phang Nga Office. S/he will provide administrative and support systems and service providers to facilitate the smooth operations of the Projects. 

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

SCOPE OF ROLE:

Reports to: Phang Nga Senior Field Coordinator with dotted line management by the Bangkok Logistics/Administration Manager

Staff reporting to this post:  1

Direct:    Driver and House Keeper

Indirect:   None

Budget Responsibilities:  None

Role Dimensions: None

KEY AREAS OF ACCOUNTABILITY:

1. Logistic and Fleet Management

• Focal point person for procurement procedures starting from tangible goods; receives all Procurement Requests (PRs) and regularly maintains and distributes a Procurement Tracker in Phang_Nga office;
• Regular contact with suppliers to good service delivery and value for money;.
• Regular fleet maintenance, including processing insurance claims;
• Support and coaching the driver for regular log book and fuel records, daily vehicle checklist, and maintaining emergency kit checklist.

2. Administrative and Support Systems

• Ensure the regular collection and dissemination of mailing and courier services as well as co-ordinating courier services between the Phang_Nga office and Bangkok 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 provincial team;
• Ensure the timely and accurate booking of flights, hotels and transport as requested by team members;

3. 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 Phang_Nga records, coordinating with the Bangkok office;
• Ensure the office is well stocked with necessary supplies, including safety equipment;
• Ensure the office premises are well equipped, fully functioning and fit for purpose, liaising with the Bangkok office as appropriate.

4. Communications and Information

• Day-to-day administration of shared electronic and paper files to ensure straightforward access to information;
• Brief all visitors on safety and security guidelines;
• Maintain and update a shared and electronic Phang Nga Office Travel and Meeting Calendar

5. IT

• Assist in a day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants, as delegated by Phang Nga Senior Field Coordinator.

6. HR work

• Maintain, compile and update all staff lists, directories, organisational charts/ organogram, and information sheets, ensuring that relevant information is shared timely;
• Prepare and provide some documentations relevant national staff leavers/joiners;
• Medical claim review, tracking, and monthly reporting to HR in Bangkok;
• Management of leave records for all Phang Nga staff;
• Coordinate with HR Officer on HR issues

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 SKILL

Essential

• Previous experience in an administrative role
• Good 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.
• High level of diplomacy and tact in dealing with a wide range of people.
• Experience with computer applications (Microsoft Office, internet) and ability to troubleshoot network, desktop/laptop and telecommunications issues.

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:  4 April 2018

Please indicate in the subject as “Apply for HR/Logistics and Administration Officer(based in Phang Nga)_(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”