Administrative Assistant, Thailand Programme
IUCN, International Union for Conservation of Nature, is seeking a qualified individual to join our Thailand Country Programme.
This is a local recruitment. Only Thai nationals, individuals with residence status or the appropriate employment visa for Thailand are eligible to apply. The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for Thailand.
The Administrative Assistant, Thailand Programme is responsible for assisting the Head of Office to ensure the effective and efficient operations of IUCN’s Thailand Programme Administration and Finance. The responsibilities of the Administrative Assistant, Thailand Programme includes assisting the IUCN TH-Head of Office, Head of Indo-Burma Group and project staff with the financial and administrative tasks, technical supports, oversight and quality control, and representational functions, as described below.
1. Develop and maintain a database of relevant stakeholders, especially focusing on donors, governmental and private sectors, members and partners for potential alliances.
2. Develop and maintain a computerized mailing list for various categories of programme partners (implementing partners, supporting partners, government agencies and officials, international organizations, networks, etc.), as well as an information database for principal contact addresses, telephone, email and fax numbers.
3. Assist in maintain an up-to-date donor intelligence database with a focus on Thailand using the tools available in IUCN;
4. Assist in maintaining regular contacts with IUCN Thailand national committee, private sectors and partners in Thailand, with a view to building relationships and maintain the existing one.
Programme administration and quality control functions:
1. Assist project coordinators in the implementation, coordination, monitoring the administrative and financial tasks of project activities as needed.
2. Assist and contribute to the production of Thailand programme project financial reports and monthly reports and outputs.
3. Assist in preparing, verifying and processing IAs, contracts, agreements, amendments and contract payments (ensuring that deliverables are in order, all supporting documentation is available, and any compliance issues are addressed).
4. Maintain schedules and documents related to project work plans, outputs, products and tasks; assist in the verification of receipts and correctness of required documents, approvals and signatures.
5. Set up and maintain filing system for signed IAs, contracts, agreements and amendments, including back-ups in hard copy and electronic format for Thailand Programme; track documents for reference and supporting payment requests for consultants.
6. Coordinate with IUCN-ARO and other IUCN units on matters managed by Head of Thailand Programme and Head of Indo-Burma Group, and process approvals for IAs, contracts, agreements, amendments, overseas travel of staff, payments, etc.; assist in identifying project charge codes and T9 codes for travel requests, staff time claims, etc., and provide any other relevant services as necessary.
Financial and administrative functions:
1. Assist in all aspects of the preparation and management of the budgets of all Thailand Programme including annual work planning and budgeting, maintaining and regularly updating the ABC list and new financing mechanisms.
2. Assist in the preparation of project budget and donor contracts.
3. Assist in developing and administering internal agreements, contracts, and MoUs.
4. Assist Thailand Programme project officers and coordinators in organizing meetings, workshops, seminars, training sessions, presentations and other events with external partners.
5. Participate in IUCN Thailand Programme meetings and workshops.
6. Provide overall assistance with administrative support, coordinating with all Thailand Programme as required ensuring that all functions within Thailand Programme operate effectively and efficiently.
7. Provide overall assistance on secretarial supports for smooth and efficient day to day operations to IUCN Thailand programme staff.
8. Assist in tracking and reporting programme expenditures on a regular basis, and coordinate project invoices as needed.
9. Assist Head of Office, project officers and coordinators in organizing travel arrangements, itineraries and notifications (including travel bookings, tickets, cash advances, travel approval forms, local transport, visas and accommodation requirements); as well as reconciliations and reimbursements of travel advances.
10. Liaise regularly with Regional Administration Unit to ensure that office spaces are well-maintained, neat and secure; equipment is well-maintained and fully operational; and stationery is supplied and accounted for.
11. Assist Head of Office in annual and mid-year budget forecast and other financial reports of Thailand programme as needed.
1. Assist in coaching or mentoring interns, junior support staff and other programme staff in relevant IUCN procedures and policies.
2. Explore new ideas for improving management of secretarial, financial and administrative duties, and enhancing own capacity.
3. Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).
• University Degree in Management, Business Administration, Public Administration, Economics, Social Science, or a related field.
• Minimum of 5 years of directly responsible experience in administration and finance is essential.
• Fluent in English (verbal/written) and the language of the duty station
• Knowledge of accounting systems and procedures highly advantageous
• Proficient with office applications (MS Office, Excel, PowerPoint) and web-based management systems
• Demonstrated ability on events management and travel management.
CLOSING DATE FOR APPLICATION: 08 March 2020
Applicants are requested to apply online through the IUCN HR Management System by opening the vacancy announcement and pressing the "Apply" button at:
Only short-listed candidates will be notified
IUCN is an equal opportunity employer and welcomes applications from qualified women and men.
Contact : Kaniknart.SUTTHIRAK@iucn.org