About Asylum Access

We are human rights advocates who support forcibly displaced individuals and communities as they reclaim their rights, agency and power. 

Our unique combination of legal empowerment, policy advocacy and global systems change creates conditions in which refugees can live safely, move freely, work legally and go to school. Our work transforms the traditional approach of endless humanitarian handouts to a sustainable solution that honors refugees’ freedom, dignity and autonomy, and empowers them to make choices about their own lives.

Asylum Access’ global team and family of local civil society organizations advocate to make human rights a reality for refugees throughout Africa, Asia and Latin America. Our national organizations are led and staffed primarily by community members in those countries, and there is strong mutual trust and respect between us and our clients. On the international stage, we work with established institutions to shift the global system to better uphold and promote refugees’ human rights. We can help catalyze and lead systemic transformation because, uniquely among NGOs in the refugee response sector, we focus exclusively on rights and governance.

Department Description

Asylum Access Thailand (AAT) Finance and Operations Team have the overall responsibility of overseeing and managing financial monitoring and reporting with the maximum accountability. Our team works to ensure smooth operations, provision of effective financial management, and strong oversight for the AAT internal control system. We work closely in full compliance with Asylum Access Headquarters (AAHQ), donor rules and regulations, including national laws.

Position Description

The Administrative Officer acts as the point of contact for all employees, providing administrative support and managing their queries. S/he is also responsible for day-to-day task management within an organization. This role requires multitasking across a range of responsibilities, including scheduling, handling accounting activities, receiving and forwarding communications, and taking care of more general clerical duties. Administrative officers may also be responsible for event planning, procuring supplies, as well as serving as a greeter for incoming vendors.

Key Responsibilities

Human Resource Management (20%):

• Supporting human resource filing systems- phone tree, employment records;
• Assist to prepare the paperwork related to work permit and visa application, and accompany with foreign staff/volunteers to the Department of Employment and Bangkok Immigration occasionally.
• Assist to manage the Interpreter and Paralegal Payment

Office Management (40%):

• Provide support to office safety and security, including office supplies and equipment maintenance;
• Day-to-day response to manage the office effectively in response to staff’s needs;
• Focal point in organizing the office event.

Procurement task (40%):

• Be the focal point for purchasing office supplies/equipment, manage the inventory database and other related to AAT procurement guidelines;
• Assist in office bill payments
• Maintain vendors database and update regularly;
• Be a focal point of contact for vendors whom AAT is in association with;
• Closely work with program and project staff to support project activities procurement as needed.
• Other tasks as assigned by a supervisor

Reports to: Asylum Access Thailand’s Senior Operations Coordinator

Minimum Qualifications

• Bachelor’s degree in Finance, Business Administration or another relevant subject.
• Demonstrated experience in the non-profit sector
• A minimum 1-2 year experience in administrative, human resources, and finance works.
• Strong communication skills
• Knowledge of, or the ability to quickly learn how to use standard office equipment, such as fax machines, modern phone systems, and copy machines
• Proven experience being able to handle multiple tasks at the same time
• Intermediate working knowledge of using Shared Drive, Gmail, Google Drive, and related tools (Docs, Sheets, Calendar, etc.)
• Native Thai speakers
• Excellent communication skills, both oral and written in English required
• Demonstrated working experience of or detailed knowledge of the refugee context and framework in Thailand is an asset.

Essential Skills:

• Excellent organizational, planning, and interpersonal skills
• Ability to communicate technical information to both technical and non-technical audiences
• Ability to establish priorities in a time manner and meet deadlines with strong attention to consistency, detail, and quality

 Hours and Location of Work

The Administrative Officer is a full-time position based in our offices in Bangkok, Thailand. Candidates should be aware that some flexibility regarding working hours is required in order to take out of hours calls and meetings.

Salary and Benefits

Position comes with a competitive nonprofit salary, and a robust benefits package.

Application Instructions to Candidates

Send your resume and a cover letter via Asylum Access online portal BambooHR https://asylumaccessco.bamboohr.com/careers/176?source=aWQ9MjI%3D by July 23, 2023. In your cover letter, please describe your reasons for applying, relevant qualifications, preferred start date, expected salary and how you learned about the position.

Asylum Access is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the expertise of those who have experienced displacement, and encourage people with such lived experience to apply.

For more information about our organization, visit www.asylumaccess.org.