Stockholm Environment Institute, a world-leading research institute bridging science, policy and practice on environment and sustainable development (headquartered in Sweden), is seeking a new Administrative Officer to join our SEI Asia centre team.

About SEI Asia

SEI Asia, a centre of Stockholm Environment Institute (SEI) based in Bangkok, has a diverse team of multinational experts who integrate scientific research with participatory approaches to co-develop and share knowledge, build partnerships and influence policy for resilient development. SEI Asia’s work focuses on gender and social equity, climate adaptation, disaster risk reduction, water insecurity and integrated water resources management, transitional agriculture, renewable energy and urbanization. 

SEI Asia is an affiliate of Chulalongkorn University (CU), Thailand. SEI and CU have an agreement to foster innovative scientific research combined with effective policy engagement on development and environmental challenges in Asia. The key areas of collaboration are intellectual engagement for joint research applications and fund mobilization, lectures and seminars for CU students, post-graduate supervision and examination, and CU–SEI employee links. 

The role

The Administrative Officer is a member of the Operations unit and provides administrative support to the centre across administration, human resources, travel, and internal and external events.  

The Administrative Officer will liaise with external service providers such as travel agents, suppliers and hotels, and other relevant parties. Internally, the postholder will work with colleagues across the office and may connect with colleagues from other SEI centres where needed.  

The Administrative Officer reports to the Senior HR and Administrative Officer.

Key duties and responsibilities

Management support  

• Arrange travel for the Centre Director, including cash advances and travel claims.  

• Support the senior management team (SMT) in organizing meetings, taking minutes, finalizing them and sharing them with staff as appropriate.  
• Arrange staff meetings and coordinate presentations for meetings.  

Human resources  

• Work on the full cycle of visa and work permit administration, including preparing documentation, submitting applications and coordinating with relevant authorities. 

• Monitor compliance and maintain accurate records to ensure all immigration processes are completed accurately and on time.   
• Support the HR Specialist in coordinating and scheduling interviews with relevant panels across the centre, when needed.  

Travel and events   

• Manage internal and external SEI events, as requested.   

General administration  

• Handle front desk activities.  

• Ensure office equipment is functioning and arrange servicing when needed.   

• Manage and coordinate the purchasing of stationery and office supplies.  

• Support administrative work with Chulalongkorn University.  
• Carry out other tasks as required.  

Accountability 

• Ensure work processes align with all SEI local and global policies, instructions and procedures. 

• Maintain confidentiality of information, including information shared in SMT meetings.  

• Complete assigned tasks within agreed budgets and timeframes. 

• Complete tasks according to relevant processes and procedures. 

• Keep the line manager informed in a timely manner of any issues that arise.

Who you are

You are able to work in a structured and independent way after receiving initial instructions across a range of administrative tasks. You are interested in learning on the job and are keen to further develop your English language skills. The successful candidate is a Thai national with experience in visa and work permit administration and office administration.  Experience supporting a management team, writing clear meeting minutes and building simple follow-up processes is an advantage. You work well in a multi-functional team, learn quickly, are service-minded and solve problems creatively.

Qualifications and experience

• University degree with at least three years of experience in business administration or a related field. 

• Experience in administrative management, including experience supporting a management team. 

• Experience supporting visa and work permit processes. 

• Experience organizing events and logistics. 

• Fluent in Thai. 

• Very good command of English. 

• Experience working in an international organization, institution or non-profit organization is an advantage.  

• Proficiency in Microsoft Office. 

Personal skills and attributes

• Very good planning, organizational and time management skills. 

• Curious mindset and outgoing personality. 

• Strong problem-solving skills. 

• Ability to multitask and prioritize effectively.  

• Flexible and positive attitude towards change. 

• Service-minded with excellent communication and interpersonal skills. 

• Fast learner with adaptable and flexible work ethics.   

Additional information

With a team comprising over 21 nationalities, SEI welcomes global applicants for all posts, and provides an internationally competitive NGO salary and benefits package, with all employee contracts under Thai labour laws. For this post, we expect entry-level candidates to apply. 

SEI is an equal opportunity employer and we consider all applicants on the basis of qualifications and competencies regardless of race, national origin, religious beliefs, gender, gender identity, sexual orientation, age, disability and marital status. We are committed to ensuring diversity and equality within our organization and applicants from diverse backgrounds are encouraged to apply.

About SEI

Stockholm Environment Institute is an international non-profit research institute that tackles environment and sustainable development challenges.

We empower partners to meet these challenges through cutting-edge research, knowledge, tools and capacity building. Scientific quality and integrity are foundations of our work. Partnership is at the heart of our approach, leading to change that lasts.

Our work connects science to policy and practice, aiming to drive tangible impacts. It spans climate change, natural resources, water, air, and health, and addresses questions of governance, innovation, finance, poverty, gender equality and social equity.

We are committed to transparency and full disclosure of our funding. The Government of Sweden is our largest funder, and we also receive funds from a range of public research funders, philanthropic foundations, bilateral and multilateral development agencies, governments, NGOs and other partners.

Through SEI’s HQ and seven centres around the world, we engage with policy, practice and development action for a sustainable, prosperous future for all.