ThaiNGO

                                                             Plan International Thailand

Job Advertisement: Operations and Shared Services Coordinator

Plan International is an international humanitarian, child-centered development organization, advancing children’s rights and equality for girls.

Position:  Operation and Shared Services Coordinator

Report to: Country Directors

Duty station: Bangkok

Travel required: Occasionally in-country to project sites maybe required

JOB BACKGROUND:  

Plan International strives for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries. We are independent of governments and have no political or religious affiliation. 

Plan International Thailand (PIT) has been working in Thailand in 1981 and most of its work is now located in Chiang Mai, Chiang Rai and the greater Bangkok area with projects also in Tak, Trat and Phang Nga provinces.  Over the years, Plan International Thailand’s work has covered the areas of Child Protection, Early Childhood Care and Development, Disaster Risk Management, Sexual and Reproductive Health and Rights, advancing rights of stateless and migrant children and youth, fair recruitment practices for migrant families, and youth economic empowerment, especially for girls.  During FY 2019 – 2022, Plan International Thailand has focused on three Country Programme Areas: 1) Gender and women’s empowerment and justice, 2) Children on the move, and 3) Legal status and citizenship. 

Plan International Thailand’s country strategy (2022-27) will deepen the organization’s focus on advancing children’s rights and striving for equality of girls and youth in all of their diversity in Thailand.  Particular focus will be on gender transformative approaches with Plan International’s Areas of Global Distinctiveness (AOGD) programme areas on youth employment and empowerment, sexual reproductive health and rights, protection, and empowering children and youth to advance their rights and decide on their own life course. 

Dimensions of the role:

The Operations and Shared Services Coordinator is a senior management position and member of the Core Country Management Team (CCMT) for Plan International Thailand to support the implementation of high quality and innovative programming.  The role will be responsible for the effective delivery of essential support services for Plan International Thailand and Plan International’s Asia Pacific (APAC) Regional Hub, which share a common office and services.   The position will oversee administrative, finance, human resources and IT functions and will be based in Bangkok.  The position will be the organization’s security focal point for Plan International’s operations in Thailand.  The position-holder will lead a multi-functional team of at least eight direct reports.  These include at least two administrative and procurement staff members, at least two staff members working in human resources support and four core finance staff members.

Accountabilities:

Overall

The Operations and Shared Services Coordinator will be responsible for the successful management for all support services such as administrative, operations/procurement, out-sourced IT services and human resources for Plan International Thailand and related shared support services to Plan International’s Asia Pacific Hub regional (APAC) Bangkok office.   

Administration and Operations

Responsible for the successful delivery of Plan International Thailand and APAC administration and operations using organization’s accounting software and systems.  Related duties include:

• Manage and support of at least two direct reports working in office administration and procurement functions;
• Ensure that office leases are managed effectively together with maintenance and cleaning operations in place;
• Support the smooth handling and processing of consultancy requests from Plan International Thailand and Plan International’s APAC teams, following legal guidelines relative to Thai law and Plan International’s compliance standards;
• Oversee procurements, including long-term service agreement functions, of Plan International Thailand and APAC that meet Plan International’s supply chain and procurement compliance standards;
• Coordinate and produce government reports on behalf of Plan International Thailand and APAC for continued strong coordination and maintaining operational license for working in Thailand;  
• Coordinate and support respective Plan International Thailand and APAC teams for supporting government audits and those from external donors as required;
• Oversee logistics and lead the procurement processes for external meetings & events (meeting facilities and accommodation for participants, etc.) as per Plan policies and procedures to ensure high quality and cost efficiency;
• Oversee and lead the procurement processes for expat staffs based in Bangkok in terms of lease/rental contracts, shipment of personal effects as per Plan policies and procedures;
• Ensure that all staff are aware and have strong working knowledge of Plan International operational policies and procedures;
• Review and update financial duty matrix for Plan International Thailand to clarify roles and responsibilities for team overall.
• Conduct regular team meetings as needed.

Risk Management and Security

Responsible for managing risk management and security for Plan International staff in Thailand.  Related duties include:

• Facilitate risk management assessments for Plan International’s operations in Thailand and report on a quarterly basis to Plan International’s Regional Security Advisor as required:
• Serve as security focal point on behalf of all Plan International Thailand and APAC staff in close liaison with Plan International’s Regional Security Advisor;
• Update risk management on Plan International’s applications.

Human Resources and Organizational Development

Responsible for successful delivery of human resources services for Plan International Thailand and APAC.  Related duties include:

• Manage and support of at least two direct reports working in human resources services of recruitment, hiring, expat services, payroll, tax compliance, staff database and work permits;
• Ensure quality duty of care is extended to all Plan International Thailand and Plan International’s APAC teams as appropriate; 
• Reinforce Plan International human resource policies through refresher trainings and on-the-job coaching so they are well communicated and applied across the organization in Thailand and that policies remain compliant with Thai labour law and GH standards and values;
• Develop and maintain talent management system and succession planning within organization in Thailand together with Country Director;
• Ensure that all Plan International staff in Thailand utilize organization’s performance management framework;
• Serve as a guardian and promoter of Plan International’s inclusive organizational values and feminist leadership principles;
• Support workforce planning, learning and development for strengthening Plan International team capacity in Thailand;
• Maintain strong, positive employee relations across the organization including having established accountability and feedback mechanisms in place.

IT Services

Responsible for successful delivery of IT services for Plan International Thailand and APAC staff.  Related duties in collaboration with Plan International’s IT Lead include:

• Ensure that IT requirements for Plan International staff in Thailand are met;
• Maintain compliance to Plan International’s data privacy and IT standards;
• Manage outsourced IT services in BKK while liaising for technical support as required with Plan International and APAC’s IT focal point through shared services agreement;
• Manage IT-related licences, both internally and externally, as required.

Finance 

Responsible for delivery of financial services based on Plan International Thailand’s programming and operational requirements.  Related duties include:

• Manage and support of at least four direct reports working on Plan International Thailand’s finance team to ensure effective delivery of annual budgets, monthly closes, organizational and partner expenditure monitoring (BVAs) and targeting, forecasting, grant management, donor financial reports and financial processing and compliance for all transactions;

• Collaborate with Plan International Thailand and APAC finance teams as needed, i.e external audits.  In addition, coordinate with shared financial service provider as per country agreement with Plan International Laos;

• Develop, monitor and update Plan International Thailand annual administrative, operations, finance and human resource department budgets;

• Actively support operational budget and expenditure targets of Plan International Thailand project portfolio in close liaison with programme and finance teams. 

Cross-cutting

• Promote and practise Plan International’s values and feminist leadership principles across all areas of work;
• Handle, with Country Director and APAC’s Human Resources and Organizational Development Manager, any legal challenges that arise related to compliance to Thai law;
• Solicit support as needed from Plan International’s “practise” leads for specialized support regarding supply chain and human resources issues as they may arise;
• Ensure compliance to Plan International’s data privacy standards and vis a vis Thai law in this area;
• Liaise with programme and fundraising teams in developing budgets for institutional and corporate fundraising initiatives;
• Provide and / or facilitate trainings for Plan International Thailand and APAC staff as required;
• Support internal global assurance audits and management self-assessments on annual basis;

ENTRY QUALIFICATIONS, SKILLS & EXPERIENCE:

• Advanced university degree in business administration
• INGO management, or related / equivalent experience;
• Proven track record of operations and financial management with humanitarian organizations including UN Agencies, INGOs or social enterprises or businesses with established CSR records in supporting vulnerable children, girls and youth in complex humanitarian settings and environment;
• Strong working knowledge and use relevant software (MS Office) and other digital platforms for effective management practices;
• Working knowledge of SAP systems desirable;
• Excellent and proven narrative and financial reporting skills, particularly in Thai for submission of government reports;
• Demonstrated skills in conducting capacity building initiatives for local partners in best management practices;
• Commitment to children’s rights, gender equality, and social inclusion
• Excellent knowledge of spoken and written Thai / English;
• Thai nationality or work permit in Thailand preferred;

How to apply:

Interested candidates who meet the above requirements are required to submit a motivational letter, a comprehensive CV and details of at least 3 referees via E-mail only to: hiranya.chantapong@plan-international.org

Closing date for applications:   15 July 2022

Reference & background checks will be performed for successful candidates including clearances on child related offences in conformity with Plan’s Child Protection Policy. Only shortlisted candidates will be contacted.