Administrative Officer based in Bangkok
: Save the Children International
: Nonprofits / องค์กรไม่แสวงหาผลกำไร
: 1610
: 21 November 2018
20 December 2018
TITLE: Administrative Officer
TEAM/PROGRAMME: Admin Team
LOCATION: Bangkok
CONTRACT LENGTH: 1 year contract with possibility of extension
ROLE PURPOSE:
Reporting to the Senior Support Services Manager, responsible for procuring office supplies, text books, and event management (e.g. meetings, trainings, etc.).
Also, support the Senior Support Services Manager to manage office registration and Government related reporting i.e. Ministry of Labor reports, Work Permit reporting)
The Administrative Officer will also manage the administrative processes of Thailand Office, including but not limited to mail management, incoming calls, travel, office access, general filing, and library maintenance.
SCOPE OF ROLE:
Reports to: Senior Support Services Manager
Staff reporting to this post: 1
Direct: : Office cleaner
Indirect : None
KEY AREAS OF ACCOUNTABILITY :
Administrative and Office Management (50%)
- Providing administration support to Thailand Country office and visitor on logistic arrangement i.e. flight booking, hotel reservations and visa. Including, visitors and partner organisations involved in Save the Children activities and workshop;
- Oversee the Admin function to ensure the smooth daily operations; answering phone calls, exchange information to ensure effective communications in the Thailand team;
- 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;
- Ensure the regular collection and dissemination of mailing and courier services between the Thailand, Regional Office (RO), and Head Quarter (HQ);
- Manage office petty cash and process invoices/payments and expense claims as required.
- Dealing with Work Permit of Technical Advisors (TA), assisting international staff post-arrival, repatriation and related government departments;
- Review and annually update all services contracts and lease agreement of Bangkok office;
- Prepare, submit, and follow-up on the bi-annual and annual Ministry of Labor report;
- Ensure the SCI Thailand office and SC UK registration is renewed on a timely fashion;
Facilities Management (30%)
- Ensure the IT system function effectively and efficiently
- Assist in a day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants;
- Maintain the premises, furniture, fittings and all shared equipment in a fully functioning, cleanliness and replaced as necessary;
- Ensure the office is well stocked with necessary supplies.
Provide support to record all Bangkok office assets on the Register databases and coordinating with Supply Chain Officer and Program Units;
Communications and Information (20%)
- Day-to-day administration of shared electronic and paper files to ensure straightforward access to information;
- Maintain and update the Meeting Room calendar and focal point person of Technical Advisor Travel plan.
- Maintain and update all staff lists, directories, organisational charts/ organogram, information sheet, ensuring that relevant information is shared timely;
- Support Thailand visitors, provide a welcome pack, including safety and security guidelines;
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 in Business Administration or related filed such as Logistic, social science.
EXPERIENCE AND SKILLS
Essential
- Previous 3- 5 year experience in an administrative role from iNGOs, NPA is preferred.
- Excellent Thai and English spoken and written skills
- Excellent organisational and planning skills, and a track record of consistently delivering on time.
- Ability to manage several concurrent tasks and to meet deadlines
- Ability to work in a team with high level of diplomacy and tact in dealing with a wide range of people.
- Experience with computer applications (Microsoft Office, Share Point, Cloud and etc) and ability to troubleshoot network.
Desirable
- Proven ability to work in a multi-cultural environment, understanding local and international religions and culture
- Willingness to travel locally as required
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.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
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.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety 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 and details of at least 3 referees to: hr.thailand@savethechildren.org
Closing date for submission: 20 December 2018
Please indicate in the subject as “Apply for Administrative Officer_(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”
Contact : Hr.thailand@savethechildren.org
เจ้าหน้าที่ประจำสำนักงาน / Officer
