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.

Responsibilities

Administrative and Office Management.

• Assist in day-to-day administrative activities for the office.
• Receive, record, and transfer incoming calls/messages to the concerned staff/ persons.
• Update internal contact list (phone + email) and external contact list regularly (phone, name, address: NGOs, MOI, SS, MOL, Hospital, Police Station, Fire station, etc.)
• Organize/install information boards and ensure all needed information is accessible to all.
• Manage in/out document letters and visitor reception.
• Facilitate payments of the rental fee and utilities for the office and be focal to communicate with owners as necessary.
• Be responsible for regular office maintenance for the office.
• Provide, procure, and maintain office supplies, equipment, and stationery.
• Coordinate with suppliers, vendors, and service providers to support team activities.
• Ensure all procurement processes follow logistics manuals and donor rules and regulations.
• Arrange petty cash replenishments and maintain the agreed level of cash in hand for disbursements.
• Act as petty cash custodian of the office and check relevant financial documents for replenishment of the petty cash system.
• Supervise and oversee office cleaning and housekeeping.

Travel Management and Workshops, Training, and Meetings Arrangements

• Manage and support the staff/consultant for Office Vehicle management.
• Assist and support the staff with travel arrangements.
• Arrangement of travel, training, workshops, and meetings in line with Organization policy & procedure.
• Coordinate with HR/A team and handle travel arrangements of staff, consultants, and visitors such as booking of flight and accommodation and vehicle arrangements.
• Arrange an official agreement and cooperate rate with potential accommodation and facilities such as rooms and conference venues with the best rates for the organization.

Coordinate and Support with the HR and Admin Team

• Arrange, support and update files related to visa, and work permits for Expat/Non-Thai of staff.
• Coordinate/Assist with the HR team for new staff onboarding.
• Support the HR/A Team to facilitate new employees with travel arrangements, settling down, and supporting them with visa requirements.
• Collect attendance sheets for staff/consultants at the office.
• Provide administrative support in dealing with Thai authorities such as the Ministry of Interior (MoI), the Ministry of Labour (MoL), the Social Security Fund Office, Immigration, etc.

Operations and Administration

• Support the coordination of Admin activities undertaken for different donor grants.
• Contribute to the development of work plans and reports for any HR & Admin-related matters.
• Any other tasks assigned by the supervisor. 

Essential Skills

• Bachelor’s degree in business administration or a related field
• At least 3 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.
• Good cooperation with all vendors and service providers.
• Knowledge and experience of the process for handling visa applications and work permits in Thailand.
• Good coordination, service-oriented thinking, and ability to manage simultaneous tasks with deadlines.
• Experience in working in a multicultural environment.
• Ability to handle sensitive confidential information.

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 Wednesday, 31 January 2024, 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.