ThaiNGO

Job Description:  MCC Asia Regional Office Administrative Assistant        

Term: one year contract, renewable

FTE: 1

Location: Chiang Mai, Thailand                                           

Date: June 2022

Synopsis: Provide administrative services for the Mennonite Central Committee (MCC) Foundation office in Chiang Mai, Thailand.  Services will involve financial reporting, travel and hosting logistics and administrative tasks to support relief, development, and peace work in Asia.

MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Qualifications: (necessary skills, experience, and education)

• Exhibit a commitment to nonviolent peacemaking.
• Bachelors degree
• Fluent in written and spoken English and Thai languages
• Confident and efficient in dealing with international people, the public, government officials, and with vendors
• Highly organized and competent in computer based narrative documentation, data entry, filing, and spreadsheets.
• Able to drive motorcycle and car (or willing to learn)
• Able to work flexible additional evening or weekend hours if needed
• Willing and able to travel locally and internationally as needed
• Able to take initiative and solve problems
• Previous cross-cultural experience and understanding is a plus
• Resident in Chiang Mai or willing to re-locate to Chiang Mai (no moving allowance provided) and legally able to work in Thailand.

Assignment Narrative:

This position supports a small regional office overseeing MCC programs in Asia (Thailand, Laos, Cambodia, Myanmar, Indonesia and North/South Korea, Afghanistan, Bangladesh, Nepal, and India).  The role of the Administrative Assistant (AA) is to keep the office running smoothly with all financial reporting, administrative tasks, and support services.  The working language of the regional office is English.

The AA will be responsible for financial data entry using MCC’s financial data base system, for working closely with travel and lodging logistics, and for a wide range of administrative tasks including foundation reporting, legal and visa work with the Thai government.

In addition to the work in the MCC Foundation office, the AA would also participate as a member of the MCC Asia Leadership team, providing logistical support and care to Service Workers volunteering in the region, especially when they come to Chiang Mai. 

The AA will assist in logistical support in hosting visitors and in making arrangements for the smooth organization of meetings, conferences, and orientations held in Chiang Mai or occasionally in other countries.

Duties:

• Be present in the MCC Foundation office from 8:30 am-4:30 pm as the daily on-call face of MCC Foundation.
• Prepare international visas, travel itineraries, and lodging arrangements for Area Director’s frequent international and local travel.
• Prepare travel and lodging logistics for MCC Foundation visitors to Chiang Mai as directed by supervisor.
• Act as the liaison of MCC Foundation with the Thai government; arranging visa and work permit applications and extensions, providing information to the lawyer for required government reporting, licensing and registering vehicles, obtaining proper documentation and licenses for expatriates.
• Enter financial data for the regional office, the Vietnam program and Afghanistan program using MCC’s financial data base
• Prepare spreadsheets and narrative documents as needed for MCC Foundation reporting and audits
• Prepare budget comparisons, budget summaries, and other financial documents as needed.
• Manage cash boxes, facilitating cash advances and payments of bills.
• Prepare foundation monthly financial reports, withholding taxes and submit to Foundation Accountant each month
• Manage and organize office inventory and procurement
• Coordinate with MCC partners in Thailand, prepare foundation’s projects MOU, collect and record projects progress reports in PlanWin
• Document important meetings by taking notes for the files and pictures for the government reports
• Prepare agendas, minutes, and all required correspondence and reporting for MCC Foundation Board meetings
• Coordinate the smooth implementation of MCC Foundation workshops, meetings, and orientations
• Translate documents for the Foundation
• Assist with orientations and re-entry retreats as a logistical manager, helping to solve problems as they arise.
• Arrange confidential medical appointments for workers across Asia as needed. 
• Participate in the life of the MCC Foundation team in Chiang Mai through participating in MCC reporting, meetings, spiritual life, and mutual care for team mates.
• Supervise the Asia office support staff person; receiving financial reports and facilitating cash advances, as well as conducting annual Performance Appraisals.
• Other duties as assigned.

Please submit a cover letter and CV to csasiaad@mcc.org and minpanyakom@mcc.org by June 27th, 2022. Only shortlisted candidate will be contacted for an interview.