ThaiNGO

VACANCY ANNOUNCEMENT

Community Partners International (CPI) is a U.S. nonprofit organization dedicated to empowering vulnerable communities in Asia to meet their essential health, humanitarian and development needs. Founded by U.S. doctors in 1998, the organization has grown to serve more than one million people each year. Community Partners International focuses on helping communities affected by conflict, violence, and displacement, in remote and hard-to-reach contexts, and marginalized by poverty and exclusion.

Under the direct supervision of the Sr. HR & Admin Manager, the Admin Manager manages the Administration Department and supports in developing and updating the Admin Manual, Safety Guidelines, and other admin-related policies and procedures.

Responsibilities

Administration Management

• Ensure the relevance of Administrative Policies and Procedures and orientation to all staff.
• Manage and update the office lease agreement and insurance.
• Oversee management of office facilities including maintenance and improvements
• Oversee and Manage office supplies, equipment, assets, inventory, properties, and furniture.
• Develop a system and oversee staff travel including travel authorization, ticketing, and accommodation upon request.
• Develop a system and oversee the admin team support to the Program team for the logistics arrangement, training, workshop, and meeting in line with CPI policy & procedure.
• Ensure the admin team manages all asset lists are kept up-to-date and all details of assets are recorded properly in all offices on a monthly basis.
• Lead and manage the Asset Physical Check for inventory counts in all offices.
• Implement and ensure all inventories and assets are complied with standard inventory management policies and procedures, including expiration control and disposal process.
• Assist Sr. HR & Admin Manager on forecasts, monitor, and control the office administration budget.

• Arrange and support the visa, and work permits for Expat/Non-Thai staff.
• Oversee and handle a proper tracking system and update files related to visa, and work permits for Expat/Non-Thai staff.

Safety & Security

• Oversee and manage CPI offices to meet Safety and Security standards prescribed in CPI S&S Policy.
• Develop the security guidelines and procedures / SOPs, and make sure that the staff members follow the guidelines.
• Ensure all staff complete the essential and mandatory safety and security training and conduct security-related drills (fire drill, earthquake drill, etc.).
• Oversee and develop the Security Risk Analysis and Contingency Plan.
• Act as a security focal person in the absence of Sr. HR & Admin Manager.

Information Technology (IT)

• Collaborate with IT Consultants to provide IT support
• Review IT issues and problems together with IT consultants to fix them in a timely manner.
• Escalate IT issues and problems to Sr. HR & Admin Manager for further consultation and management decision.

Team Management

• Supervise and give guidance, coach, and train Admin and S&S team members.
• Organize a monthly meeting in order to define the Admin and Safety & Security strategy (action plan, objectives of the department, need for training, etc.)
• Oversee Admin and S&S team members' career development, defining training needs and providing guidance on professional development.
• Provide professional orientations on Performance Appraisal to all staff members.

Operations

• Ensure high quality of work of all supervisees and develop performance and learning plans for supervisees.
• Professional in collaboration and operating with the Operations and Program team.
• Respond promptly and professionally to other Admin requests from Sr. HR & Admin Manager and Senior Management Team.
• Organize meetings, workshops, and other discussion forums to establish a dialogue on Admin and Security, and to learn from findings for continual improvement.
• Perform other relevant duties assigned by supervisors.

Essential Skills

• Bachelor’s degree in management/business administration or a related field.
• At least 5 years of experience in a related position and NGO work is a plus.
• Excellent verbal, reading, and written communication and presentation skills, in both Thai and English.
• Excellent organizational, planning, and analytical skills with attention to details, demonstrated sound judgment and ability to manage simultaneous priorities under deadlines.
• Excellent interpersonal skills and ability to work both independently and as a member of a team.
• Good personal organizational skills, including time management, and the ability to meet deadlines and work under pressure.
• Ability to coordinate team and provide supervision and mentoring to multiple staff.
• Sound analytical and problem-solving skills.
• Strong organizational skills and ability to prioritize multiple tasks.
• Ability to work quickly and accurately under time pressure and tight deadlines.
• Proficiency with PC-based software, Word, Excel, PowerPoint
• Experience working in a multicultural.

APPLICATION INSTRUCTIONS

All interested and qualified candidates are requested to send an Application Letter, Curriculum Vitae to:

Email: recruitment.th@cpintl.org

• The closing date for application is before 5:00 PM on Friday, 29 December 2023, Thailand Standard Time.
• Please clearly mention the position and location you are applying for in the email Subject Line.

CPI’s Value

• At CPI, we believe that all people have right to live their live free from sexual violence and recognized that there are unequal power dynamics across the organization. CPI does not tolerate discrimination and harassment under any circumstances and will take disciplinary action, which may include dismissal, against any worker who discriminates or harasses any worker. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, at all times (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training. All staff must ensure that they understand and act in accordance with this clause.

• CPI is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, religion, sex, gender identity, sexual orientation, ethnicity, national origin, age, marital status, or disability.

 Note to Candidate

• Candidates are required to declare in advance that should there be any relative or family member currently being employed in CPI. Failure to do so can lead to termination of the employment contract even after successful selection.
• Because of the large volume of applicants, only shortlisted candidates will be contacted.
• Contract and position are contingent upon successful award of the project and final approval by the donor