IJM FOUNDATION

Job Title: Assistant, Administration

Grade: 3

Job Type: Permanent - Full time

Reporting Manager: Senior Manager, Administration

Department: Admin

Office: Bangkok

Date: 18 November 2021

Job brief: 

IJM is seeking an Assistant, Administration support and enhance the administrative activities of the Bangkok office. The Assistant, Administration will work closely with the Senior Manager, Administration to provide excellent administrative support and assist in day-to-day operations. The position will also provide administrative assistance to support Human Resources Department of IJM Thailand and the training and capacity building programs and events of the Legal and Aftercare department. This position is based in Bangkok, Thailand and may require occasional travel within Thailand. This position reports to the Senior Manager, Administration.

Key Result Areas:

• Assist the Admin team in supporting the administrative activities of the Bangkok office.
• Provide excellent administrative assistance to support Human Resources Department of IJM Thailand and the training and capacity building programs and events of the Legal and Aftercare department.

Roles and Responsibilities:

Clerical and Administration

• Responsible for supporting monthly time sheet record process, including ensuring accuracy, support to staff, and on-time submission to Finance department;
• Provide coordination and support for staff retreats, staff birthdays and farewell gatherings;
• Provide support for general IJM Thailand HR administrative works such as recruitment, compensation & benefits, training, employee activities, supporting in purchasing and payment of HR products and services, processing for HR related PRF as requested;
• Support Admin team when needed by providing administrative and receptionist support, including answering the telephone, assisting visitors, and resolving and/or referring various administrative tasks and inquiries;

Training and Development & Events and Logistics

• Provide administrative and logistical support for the training and capacity building programs, events, and activities of the Legal and Aftercare department;

• Develop relationships with vendors, negotiate agreements for services, calls for bids, and process for payment;

• Coordinate for travel arrangements, travel payment to guests, draft agendas, correspondence;
• Manage minor purchasing and the procurement of legal or aftercare equipment and supplies;
• Coordinate for hotel arrangements, guest speakers, translators, note takers and payment;
• Provide support for training documentation and training packages.
• Provide other support to Legal and Aftercare department as required.

General Accounting & Statutory Compliance

• Responsible for payment for HR and Admin processes with Finance department;
• Responsible for payment for Legal and Aftercare training processes with Finance department;

Supervisory Responsibility:

This position reports to the Senior Manager, Administration.

No reporting line to this position.

Education & Experience:

• Bachelor’s Degree required.
• Minimum one-year experience providing administrative support in a fast-paced, professional environment; two to three years’ experience strongly preferred.

Technical Competencies:

1. Good interpersonal skill
2. Good written and spoken English and Thai required
3. Proficiency with Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook

Non-Technical Competencies:

1. Strong organizing skill and attention to detail
2. Superior ability to manage large number of tasks simultaneously and proven ability to consistently meet deadlines with excellence
3. Exceptionally high level of honesty and integrity.
4. Meticulous attention to detail, sound judgment, ability to take initiative and provide constructive feedback, and strong analytical and problem-solving skills.
5. Disciplined with priorities and works well under deadline pressures.
6. Excellent interpersonal skills, cross-cultural communication, and experience or desire to work comfortably within a multi-ethnic team.
7. Highly developed organizational and leadership skills; willingness to initiate actions and ideas, with exceptional follow-through.
8. Sustained positive attitude.
9. Passionate commitment to and understanding of IJM Foundation mission.

Application Process:

• Interested person please submit IJM application form with your CV to BangkokRecruiting@ijm.org
• Only completed applications (IJM Job Application Form and CV) will be reviewed.
• For further information:
  • Go to this: IJM job advertisement and click on the position name for Job Description

Or visit our website  https://www.ijm.org/careers/field-and-partner-office-job-openings/