ThaiNGO

HelpAge International is recruiting for Regional Administrative and Communications Assistant to provide administrative and communications support for the HelpAge International in Chiang Mai, Thailand programs towards achievement of our vision of a world in which all older people can lead dignified, healthy and secure lives.

Key areas for impact, influence and responsibility

As part of a team, you will work jointly with and support the Regional Representative to achieve Global Team presence in Asia/Pacific, with the primary purpose of ensuring that older persons lead dignified, healthy and secure lives.

You will be responsible for supporting the delivery of quality programmes, analyse and develop new initiatives appropriate to population ageing in the context of Asia/Pacific as well as collect case studies, content, materials and required information from network members, partners and programmes in the Region for use by the Global Communications team, among other administrative support roles. You will support in facilitating the teams operations, finance, Human Resources, logistics, Security, Health and Safety initiatives, ensuring timely and smooth service provision. 

The Regional Administrative and Communications Assistant will
 • Jointly with the Regional Representative analyse and develop new initiatives appropriate to population ageing in the context of Asia/Pacific

 • Collect case studies, content, materials and required information from network members, partners and programmes in the Region for use by the Global Communications team; in particular sourcing and providing communications requirements for the Sponsor a Grandparent

• Manage social media accounts for Asia/Pacific region

 • Support HR arrangements for a cluster of staff; including assisting HR Managers engaging with service providers for visas, and work permit renewals, insurance claims forms for international staff, travel support, and other administrative assistance as required for this cluster of staff. 

• Support with ensuring compliance with legal requirements for a HelpAge entity (if present in location) - including annual and other reporting, legal registration. Keep the Head of Operations informed of ongoing compliance.

• Be the first point of contact with the office provider for the necessary arrangement related to lease agreement, service-level agreements, and additional services required such as meeting room booking.

• Maintaining a database of communications contacts with Network members and partners across the region to source content.

• Support the Regional Representative with the organisation of Regional events, conferences, workshops, meetings, seminars, etc.

• Co-ordinate any translations required for communications or other areas of work

• Any other suitable activities as required

• Report to the Regional Representative but also work closely with the Head of Communications and Head of Operations

Specific roles and responsibilities
This role has a number of responsibilities to support the Global Team presence in Asia Pacific as follows:

Finance:
• Support processing of international staff local benefits (e.g. rent etc)
• Support for suppliers and office space-related expenses facilitation
• Potentially local government payments through e-government sites and similar.

Human Resources:
• Support HR arrangements for a cluster of staff; admin assistance as required
• Assist HR Managers with the preparation of documents for visa and work permit renewal with relevant authorities. Issue legal documentation for staff in country
• Facilitate insurance claim forms for international staff and track usage and benefit limits
• Travel support
• Support to issue local language documents for government departments such as employment contracts

Security, Health and Safety
• Provide information on the office arrangements when needed for Health & Safety assessments
• Arrange annual medical check for staff in Chiang Mai
• Support in-office Health & Safety inductions for staff and visitors as well as security briefings for visitors
• Provide input into any Security risk assessments and plans as required

Office logistics:
• Liaise with the office provider (third-party or HelpAge Country Office); raising issues and suggestions on behalf of the team to the provider where necessary, and passing on key communications from the office provider to the team (e.g. on opening hours, how to access the building, how to book meeting rooms)
• Keep the Operations team informed of any significant issues with the office arrangement (including facilities, desk booking system etc)
• Help ensure that there are sufficient fire safety and first aid providers in place in the office location

Operations:
• Support with ensuring compliance with legal requirements for a HelpAge entity (if present in location) - including annual and other reporting, legal registration. Keep the Head of Operations/Finance/HR informed of ongoing compliance matters and concerns.
• Ensure security, data protection and health and safety incidents in the location are reported
• Point of contact for the IT team and providing some support in that location on IT (e.g. organising hardware fixes, supporting large webinar)
• Support with in-country administration on office insurance policies
• Actively participate in monthly Administrative and Communications Assistant (ACA) calls with Business Partners Support teams

Let's talk about you

You will be someone with:
• Demonstrable experience in an administration role
• Experience organising international travel including flight/hotel booking, visa applications and arrangements for workshops and conferences.
• Familiarity with Microsoft package – Word, Excel, Email
• Ability to use social media to share HelpAge Communications regionally
• Ability to gather communications information from different countries and share this with others
• Reasonable level of English

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters. In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organisations and partners to achieve our strategic aims and objectives; being accountable for the work you do together

• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.

• Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged

• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.

• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination.

The Organisation

HelpAge International is entering into an exciting phase of its evolution as we fundamentally transform what we do, how we do it and how we are organised. Driven by our commitment to the localisation agenda, we are evolving the way we partner and deliver value at the country and local level. In the coming 3 years, we will localise our country offices and programmes, and develop new and diverse forms of partnerships globally.  

We seek to give primacy to local agents for change. To this end, we will replace all programmes delivered by HelpAge staff and resources on the ground with implementation by partners. This will apply across all our work -humanitarian and long-term development. Going forward, our value is framed around supporting, convening and thought leadership.  

A key way of creating value and bringing impact is collaborating across boundaries and by bringing different perspectives, skills and talent together. We will deliver our work through agile teams and a global operating model, with regional roots, to focus on impact and maintain the relationships at the national level to help build collaborations and support others to set their own agendas.  

Our Values  

At HelpAge International we work hard to achieve our goals together as a team with a clear shared purpose. Our values inform how we work together:  

Everyone who works at HelpAge share our values and are committed to behaviors that demonstrate and support them.  

Safeguarding  

 Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required.  

Equal Opportunities  

HelpAge International is committed to creating an inclusive working environment, promoting and providing equal opportunities and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.   

How to apply for a job at HelpAge

To apply for a job at HelpAge, please submit the following documents:

• A cover letter (please set out your letter using the ‘Let’s talk about you’ criteria in the job profile as bold paragraph headings in the same order)
• Your current curriculum vitae (3 pages maximum)
• Three referees, including your most recent employer
• Equal opportunities form

Please help us monitor the effectiveness of advertising sources by clearly stating where you first learned about this vacancy.

Please email your application to HelpAge-HR@helpage.org before the closing date to be considered for the shortlist.

With a view to minimising our administration costs, we are unfortunately only able to contact again those candidates that have been shortlisted for interview.

If you have any queries regarding any vacancies, please email HR at  hai-hr@helpage.org

Closing date: Monday April 11, 2022 at 24:00 (GMT+1)

Important Message: Please ensure that you remove personal information including your date of birth, age, gender and marital status from your CV. Please do not include any photographs.