ThaiNGO

Senior Administrator 

Work location: Bangkok, Thailand

Application deadline: 15 May 2018

Job start: As soon as possible

Background:

Dreamlopments Ltd (DLP), registered in Thailand since 2015, is a social enterprise, a non-profit mission-driven company working on aid and development for underserved communities.

DLP is about to launch the C-FREE study, a large project of community-based testing and treatment of HIV and hepatitis C (HCV) for people who use/inject drugs (PWID) in Thailand. The C-FREE study is being led by DLP, but is conducted by a large consortium of Thai NGOS, research institutes, academic experts, government officials and international partners. It will take place in Bangkok, Samut Prakan, Songkhla and Narathiwat. The research sites include 6 “drop-in-centers” (DIC) run by local NGOs (Ozone and Raks Thai Foundation (RTF)), and 5 partner hospitals. The study is being supported by funding from USAID through FHI 360, and the Global Fund through RTF.

DLP is looking for a Senior Administrator to support the management of the project.

Job overview:

The Senior Administrator (SA) is an integral member of the C-FREE study team. He/she works directly with, and reports to, the General Director (GD) of Dreamlopments (the lead Principal Investigator of the C-FREE study), and the Study Coordinator (SC). He/she also works closely with partners and funders of the study. The overall responsibilities of the SA are to support the administrative management of the study and the grants, the accounting, reporting, procurement, the organization of trainings, travel, as well as office and study logistics.

Main tasks and responsibilities:

Accounting and finance

• Support the GD to record and follow all the project spending.
• Keep and organize invoices, bills, payment receipts. Process payments of bills, and staff.
• Work with the external accounting partner of DLP on monthly accounting processes (e.g. providing invoices, bills, bank statements, obtaining tax certificates).

Documentation

• Maintain and organize all study and grant documents.
• Liaise with the project existing and potential donors on administrative matters related to grants (budget, deliverables, reporting).
• Support the GD to prepare policies and Standard Operating Procedures for the organization (e.g. procurement policies, human resources policies, organizational chart).
• Maintain inventory and documentation of the organization equipment.
• Support the GD to prepare presentations on the project.

Procurement

• Support the GD, the SC, and other study staff and partners to get quotations for project purchases, select vendors, pay and follow delivery of project equipment and materials.
• Purchase office supplies.

Travel and meetings

• Coordinate the organization of project meetings and trainings: prepare agenda, invite participants, select meeting venue, coordinate travel bookings, prepare minutes.
• Coordinates travels (itinerary, hotel and flight bookings, visa applications when needed) for the GD, the SC, and other study staff and partners.

Other

• Work on other administrative and logistic tasks, as directed by the GD.

Qualifications required:

This position is for Thai nationals only.

Education:

• Degree in Business Administration or related fields.

Experience:

• At least 5-year experience in positions of Project Assistant or Administrator (or equivalent).
• Prior experience working with NGOs and donor-funded projects (including USAID) a strong plus.

Skills and competencies:

• Excellent organizational and planning skills.
• Excellent communication skills.
• Very good written and spoken English.
• Strong interpersonal skills.
• Knowledge of budget preparation, basic accounting practices, grants management.
• Able to work with minimal supervision, handle multiple tasks and manage demanding schedules to deliver high quality results on time.
• Good proficiency in computer software, in particular Microsoft Office.
• Service minded, flexible approach to working hours.
• Interest in development and assistance projects, including for marginalized populations.

Working Environment: 

The position is based in Bangkok, and may require some travel to implementing partner sites in Bangkok, Samut Prakan, Songkhla and Narathiwat.

How to Apply: Please send a cover letter and most recent CV in English to: jobs@dreamlopments.com

Dreamlopments is an equal opportunity employer