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Operations & Programs Officer

JOB DESCRIPTIONS

 

Job Title: Operations & Programs Officer

Location: Bangkok, Thailand

Status:  Full-time

Starting date: As soon as possible

Closing date: 11th December 2020

 

About AIP Foundation

AIP Foundation is a U.S. registered 501 (c) (3) non-profit organization addressing the pervasive and devastating rate of road traffic crash injuries and fatalities in developing countries through a holistic set of programs, with a particular focus on helmet use and safety products. Our pillared strategy includes access to safe equipment, public awareness campaigns, school-based and targeted population campaigns, technical assistance particularly focused on legislative advocacy and helmet standards; and research, monitoring, and evaluation.

Currently, AIP Foundation has approximately 50 staff with offices in Ho Chi Minh City and Hanoi in Vietnam, Phnom Penh in Cambodia, Bangkok in Thailand and Chengdu in China. AIP Foundation funders and partners include a wide variety of public and private donors. As a member of the United Nations Road Safety Collaboration, AIP Foundation provides input to reports made by the UN Secretary General to the UN General Assembly.

For additional information, please visit http://aip-foundation.org/

 

Summary:

The Bangkok-based Operations & Programs Officer role reports directly to the Senior Project Officer based in AIP Foundation Thailand office and related personnel in Headquarter office based in Vietnam. The responsibilities listed below are inclusive, but not exhaustive, of the role. It is reasonable to assume that additional tasks will be requested, as and when needed.

 

Responsibilities

Description

Key responsibilities

Carry out administration duties to support the Thailand office in operations and to implement Programs activities

Operations

Administration

  • Manage purchasing of office supplies and equipment, and maintenance of office equipment and facilities.

  • Update Inventory list and do annual physical check

  • Responsible for mail delivery, shipments, faxes, scanning documents

  • Provide logistical assistance for incoming visitors; e.g. visa arrangement, accommodation, local transportation, meetings, etc.

  • Renewal of office license and office rental contract

  • Maintain proper filing system to keep all legal and operation documents of Thailand office (office license, office rental contract, etc.)

  • Provide support to Senior Project Officer/Chairperson and AIP Headquarters staff in term of compliance issues.

 

Finance

  • Prepare monthly bank/cash report and submit all to Headquarter office on a monthly basis

  • Keep track staff and consultant cash advance and advance liquidation to make sure timely liquidation.

  • Review and process accounting paperwork and make payment of all program commitments and office operation costs

  • Prepare/coordinate with Tax Company to obtain timely annual audit report to submit Thailand Government

  • Maintain proper filing system to keep all original accounting documents such as invoices/ receipts, contracts with suppliers/vendors, etc.

Human Resources

  • Implement Thailand HR activities and processes: Time attendance records, leave tracking report, notice Thailand holiday, prepare payroll, declare PIT, social security, insurance and process payment, withholding tax for consultants and prepare/obtain 50 Tawi form timely, etc.)

  • Support HR Director to update current Thailand regulations about personal income tax and insurances

  • Carry other tasks as required.

Program

Provide support to Thailand Program team

  • Support the implementation of program activities under the direction supervision of Senior Project Officer.

  • Maintain filing system for project reports and records

  • Assist Thailand Program Team to produce all required communications materials.

  • Assist to create and post content to AIP website and Facebook.

  • Assist in training, maintaining working relationships with key stakeholders, including national and local governments and local media.

OTHER

Additional tasks for may be requested as needed.

 

Qualifications:

Requirements for qualifications, skills and experiences

  • University degree

  • At least 5 years of working experience in a similar role at the international organization

  • Excellent written and verbal English

  • Ability to prioritize while managing expectations

  • Flexible attitude

  • Good organizing skills and interpersonal skills; and the ability to work effectively in a team

  • Work well under high pressure

  • Deal promptly with result oriented

  • Ability to manage multiple tasks and time management capability

  • A dynamic and professional individual with initiative

  • Advanced computer skills, especially MS Office applications

  • Commitment to AIP Foundation’s mission, vision and core values

Contact and Deadline

 

The position will be hired locally.

 

Applications are due 11th December 2020. However, please note that due to the urgency to fill the position, applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Please submit a one-page cover letter, maximum three-page CV, and three references with current email address and telephone number to our email: jobsvietnam@aipf-vietnam.org

Contact : jobsvietnam@aipf-vietnam.org


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