FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

We are currently seeking qualified candidates for the position of Senior Administrative Officer, PQC BKK

POSITION TITLE:  Senior Administrative Officer

REPORTS TO:  Associate Director Business Operations, PQC USA

JOB SUMMARY: Manages day to day operations and systems coordination related to the business operations, procurement, travel, office services activities for Product Quality and Compliance Department in Thailand. Advises PQC Director, Associate Technical Director, and Laboratory Manager PQC Thailand of PQC business operations activities in Thailand.

Duties and Key Responsibilities:

Procurement

• Manages the procurement process and inventory of office and other supplies for PQC Thailand.
• Sourcing, identifying, evaluating and selecting vendors for new lab supplies, services and lab space in order to meet PQC’s needs and requirements.
• Establish and maintain approved vendor list of lab supplies and services.
• Evaluate vendor’s performance in according to SOP.
• Maintain and update PQC Inventory List
• Prepare report of PQC activities (six-months report and renew report) to Department of Employment (DOE)
• Safety Officer responsible for planning, implementing ensuring that the safety and security in the laboratory adheres to departmental SOPs and FHI 360 policy
• Ensure PQC’s compliance with building rules, departmental SOPs, and FHI 360 policy of access of external personnel (contractors, visitors), waste dispositioning, pesticide control and other similar activities.
• Coordinate with APRO to ensure office license and other operational documents are up-to-date and valid for use when applying for import licenses with Thai FDA and other business activities.
• Coordinate with Lab Management for setting up PQC’s pharmaceutical laboratory.
• Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and FHI 360 procedures.
• Supervises preparation of orders and follows up to expedite delivery and shipment.
• Develops and maintains necessary records and files for efficient operation.
• Consult with department manager to determine purchasing needs and specifications.

Office Administration

• Manages and directs all office administrative to achieve departmental goals.
• Trains staff on office administrative procedures and policies to ensure compliance with safety regulations and related SOPs.
• Oversees all office administrative related document, include but not limit to office leases, office services contract, office licenses are up to date.
• Ensures that office areas and meeting rooms, office equipment and utilities are in good operating conditions and arranges for necessary schedule repairs.
• Provides support and coordinates for internal meetings such as conference room set up, catering services.
• Assists in the coordination and management of construction and development projects.
• Other duties as assigned.

Business Development

• Maintain the PQC Commercial Financial Reports for Bangkok Activities
• Commercial Invoices and Quotes
• Updating BKK invoice and log based on AR Report (Weekly)
• Updates Quote log with Bangkok Quotations.

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

• Strong knowledge of standards and functions and applies the fundamental concepts, practices and procedures of procurement activities
• Knowledge of FHI 360 policies and procedures regarding procurement services.
• Excellent oral and written skills in English and Thai.
• Proficient use of Microsoft Office and computer software skills.
• Demonstrated analytical and problem-solving skills.
• Well-organized and detailed oriented.
• Ability to analyze and interpret data, identify errors and prepare reports.
• Ability to work well with others and independently.

TYPE AND NATURE OF CONTACTS  :

Frequent interaction with others within the department and contact with other departments or outside the organization and ability to resolve problem situations with tact.

Requires strong professional relationships with clients/customers

SUPERVISORY AND BUDGET RESPONSIBILITY  :

None

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Usual office working conditions.

Experience:

At least 5+ years of procurement and administrative management experience. Articulate, professional and able to communicate in a clear, positive manner with clients and staff. Must be able to read, write and speak fluent English and Thai. Prior work in a non-governmental organization (NGO) would be an asset.

Education:

Bachelor’s Degree in Business Administration, Management or related field.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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