ThaiNGO

Administrative and Logistics Officer

USAID Asia Counter Trafficking in Persons Program (CTIP)

Position Description

POSITION TITLE: Administrative and Logistics Officer

LOCATION: Bangkok, Thailand

DEPARTMENT: Human Rights, Education, and Empowerment

REPORTS TO: HR and Procurement Specialist, USAID Asia CTIP Program

Position SUMMARY:

Winrock International is a nonprofit organization that works with people in the United States and around the world to empower the disadvantaged, increase economic opportunity, and sustain natural resources. By linking local individuals and communities with new ideas and technology, Winrock is increasing long-term productivity, equity, and responsible resource management to benefit the poor and disadvantaged of the world.

Effective with the release of this position announcement, Winrock International is recruiting applicants for the Administrative and Logistics Officer position for the USAID Asia Counter Trafficking in Persons (CTIP) project. This position is responsible for supporting administrative and procurement functions of Winrock's Bangkok office.

ESSENTIAL RESPONSIBILITIES:

• Lead front office operations, including answering phones and maintaining relations with vendors.
• Coordinate the organization of national and international travel including booking vehicles and accommodation, purchasing tickets, arranging visas, logistics, etc. for project staff.
• Provide support to organize in person and online events, including venue selection, invitations, travel arrangements for participants, interpretations, recordings, promotion of the events, etc.
• Provide clerical work support to Finance team for preparation of payment slip, petty cash management, expense receipts, supporting documents of partner activities to ensure accuracy and compliance with policies and procedures.
• Conduct periodic inventory of office assets.
• Record and review timesheet, annual leave and sick leave of project staff.
• Photocopy of project accounting receipts and vouchers.
• Support Graphic design of charts and workshop material
• Supports Logistics and Procurement of office supplies, office and equipment servicing and maintenance, etc.
• Manage office physical and electronic files, as well as incoming and outgoing correspondence.
• Assist in preparing letters, office memos, documents for meetings and events.
• Assist with logistical administrative, and technical support in organizing both local, international, online and on-site meetings, workshop, and events including coordinating with vendors, preparing an invitation letter, visa, documents for meetings, photocopying and binding of documents.
• Support implementation and maintenance of office administration systems.
• Liaise with internet provider, IT outsources services and help desk for regular IT maintenance and problem solving.
• Liaise with office building regarding the administrative issues.
• As needed assist with all administrative, procurement, operational, and logistical aspects for the office.
• Act as petty cash custodian and manage petty cash money with the payment voucher by ensure that an account code & project task code are correctly completed with financial policy and verify relevant financial documents for petty cash reconciliation and replenishment report.
• Assist finance team regarding the administrative duties by checking and delivering withholding tax certificate to vendors & consultants, collecting office credit advice from the bank, and filing disbursement voucher
• Support HR specialist with relevant administrative duties such as preparing leave tracker for each employee, collecting timesheet and leave application form, and handling visa processing for expatriates
• Assisting with the tracking and management of agreements, utilizing our internal tracking system to ensure accurate and timely compliance, and providing reminders as necessary.
• Other duties as assigned.

Qualifications

An Administrative and Logistics Officer is responsible for performing a wide range of administrative and logistical tasks to support the day-to-day operations of an organization. Some of the key qualifications for this position include:

Administration: The ability to effectively manage and coordinate administrative tasks such as scheduling, meeting coordination, and document management. Strong organizational skills and attention to detail are also important.

Logistical Arrangements: The ability to plan, coordinate, and execute logistical operations, including transportation, warehousing, and distribution. Strong analytical skills and the ability to work under pressure and meet deadlines are essential.

Procurement: Experience with procurement processes and the ability to source, negotiate and purchase goods and services. Knowledge of the laws, regulations and best practices of procurement is valuable.

Cloud-based Filing: Knowledge and experience with using cloud-based platforms and tools, such as Google Drive, Dropbox, and OneDrive to manage, store and share documents and data. Ability to use other software, such as spreadsheet software, to maintain and organize information is also important.

In summary, an Administrative and Logistics Officer must have good organizational, analytical, and problem-solving skills and be able to handle the complexity of logistical operation with the knowledge of procurement and cloud-based filing.

Applications

Applicants should apply by emailing a cover letter and resume to info.th@winrock.org  by January 30, 2023. Please include “Administrative and Logistics Officer” in the email subject line, and save documents (cover letter, resume) in one PDF as ‘Last Name, First Name.pdf’ (e.g., Smith_Jane.pdf). Applications will be reviewed on a rolling basis.

Winrock would like to thank all applicants for their interest but only candidates who meet all requisite criteria and are shortlisted will be contacted.