ThaiNGO

Mekong Institute

Term of Reference

Admin & HR Officer

This position description is the basis of the position holder's employment contract with MI for the period of the GC7 Integrated Laboratory Systems Strengthening Strategic Initiative Regional Initiative Asia Pacific funded by "The Global Fund to Fight AIDS, Tuberculosis and Malaria". It sets out the employee's roles and responsibilities, and what he or she is expected to deliver to contribute to RPHL Network. It will be used to guide the employee in his or her work and as the basis for the annual performance evaluation process.

Mekong Institute

MI is an intergovernmental organization that contributes to regional cooperation and integration through capacity development, dialogue, and advocacy for the acceleration of sustainable socioeconomic development and poverty alleviation in the Greater Mekong Subregion (GMS).

Founded and represented by Cambodia, P.R. China, Lao PDR, Myanmar, Thailand, and Viet Nam, MI’s strategies are aligned with the core tenets of the GMS Cooperation Program Strategic Framework 2030, ASEAN Economic Community, and the 2030 Agenda for Sustainable Development.

Through Global Fund support, MI has advanced the governance of the RPHL Network by recruiting key personnel to strengthen the operational capacity of its Secretariat.

The Regional Public Health Laboratory Network (RPHL Network)

The network was established in 2019 to address the absence of a regional public health laboratory network in the South-East Asia region as the ASEAN Plus Three of Laboratory Network anchored in the ASEAN platform was abolished. The aim was to provide support in strengthening of national laboratory systems of GHSA Member Countries in the Asia and Pacific region for the timely detection of pathogens with potential infectious disease outbreaks and for improved routine diagnostics services. Current membership includes 14 member states, namely Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand, Viet Nam, Nepal, Timor-Leste, Papua New Guinea (PNG) and Pakistan. RPHL Network Secretariat is located at the National Institute of Public Health, Department of Medical Sciences, Ministry of Public Health, Thailand.

It has served a valuable role in connecting laboratory professionals and partners together, sharing timely information and key technical issues, maximizing resources and synergy efforts, accelerating countries’ efforts in achieving IHR 2005 implementation, and progressing toward the Global Health Security Agenda 2024 Target. The RPHL Network  will be supporting members to ensure  effective implementation under this grant.

Position Description

The Grant Cycle 7 Integrated Laboratory Systems Strengthening Strategic Initiative (Lab SI) has allocated US$ 3.25 million [2024–2026] to support integrated laboratory systems strengthening of 14 RPHLN members in the Asia-Pacific.

The Admin  & HR Officer is a newly established role within the RPHL Network Secretariat, created to strengthen the Secretariat’s internal operations capacity as the Network grows in scope and complexity. Aligning with current development of RPHL Network governance, this incumbent will subsequently be hired under the RPHL Network Foundation.

 This position is responsible for all administrative, office management, logistical, and human resources functions of the RPHL Secretariat — ensuring that the team operates in a well-organized, compliant, and supportive work environment.

The Admin  & HR Officer focuses exclusively on internal operations: HR processes for RPHL Network Secretariat and relevant consultants, office administration, event logistics, travel arrangement/management, and procurement support.

S/he must be well-organized, people-oriented, and familiar with HR and administrative systems in an international development or intergovernmental setting.

Primary Working Relationships

Internal Communication and Relationship: Regional Program Director, RPHL Network team, MI Finance and Operations Department (HR and Procurement Manager, Director of Finance and Operations, General Service Supervisor), RPHL Network Foundation, and MI HR Unit.

External Communication and Relationship: RPHL Network members, DMSC, service providers, vendors, consultants, and concerned stakeholders as required.

Main Deliverables, Responsibilities, and Tasks

Reporting to the Regional Programme Director, the Admin &  HR Officer is accountable for the smooth running of administrative, HR, and logistical functions of the RPHL Network Secretariat on a day-to-day basis.

Main Deliverables

• Efficient office operations maintained, including supplies, equipment, facilities, and safety
• HR processes for RPHL Secretariat staff and consultants managed accurately and in compliance with the organization policy and procedures
• Provided logistical arrangements for RPHL Network meetings, workshops, and events completed on time and within budget
• Travel and accommodation arrangements for RPHL Network Secretariat , consultants and participants organized smoothly
• Paper-based  and/or electronic filing system maintained in an organized, accessible, and up-to-date manner
• Procurement support for goods and services provided in compliance with the organization policies and procedures

Responsibilities and Tasks

Administration and Office Management

• Manage day-to-day office operations of the RPHL Secretariat, ensuring a safe, organized, and well-functioning work environment
• Maintain and replenish office supplies, coordinate equipment maintenance, and liaise with building management or DMSC facilities as required
• Organize and maintain both physical and electronic filing systems for all RPHL Secretariat documents, ensuring records are systematically stored, accessible, and updated
• Manage incoming and outgoing correspondence, including post, courier services, and general email inbox of the Secretariat
• Schedule and coordinate internal meetings, room bookings, and calendars for the Regional Programme Director and RPHL Network team/consultants/RPHL Network Members and partners
• Support procurement of goods and services required by the Secretariat, in compliance with RPHL Network Project Management Guideline: Finance & Procurement , and coordinating with MI’s Procurement Unit as needed
• Maintain asset and inventory records for RPHL Secretariat equipment and supplies

HR Management (RPHL Secretariat)

• Serve as the HR focal point for the RPHL Network Foundation , coordinating all HR processes with MI’s HR Unit in Khon Kaen during transitional period.
• Facilitate  recruitment process for RPHL Secretariat positions and consultants: prepare vacancy announcements, coordinate shortlisting, arrange interview logistics, and process appointment documentation in accordance with MI/RPHL Network Foundation HR policies
• Process onboarding for new RPHL staff and consultants: prepare employment/consultancy contracts, arrange orientation, set up workstations, and ensure compliance with HR Policy of RPHL Network Foundation
• Implement HR Policy of RPHL Network Foundation including maintain and update personnel records for all RPHL Network Secretariat staff and consultants, ensuring accuracy and confidentiality, Track and manage leave records, attendance, and work schedules and payroll processing
• Support performance management processes for RPHL staff: coordinate the annual appraisal cycle, track submission timelines,
• Manage contract renewals, amendments, and terminations for RPHL Secretariat staff and consultants, ensuring all documentation is completed accurately and on time;
• Liaise with MI HR Unit on HR matters such as work permits, visa arrangements, and related documentation for international staff or consultants as required
• Preparing the taxation report to the Thai government related to staff income and consultants

Event Logistics and Travel Management

• Plan and manage logistical arrangements for all RPHL Network meetings, training workshops, events, and regional activities, including venue sourcing, catering, equipment, and participant communication
• Coordinate travel and accommodation arrangements for RPHL team members, consultants, and event participants, including flight bookings, hotel reservations, and local transportation
• Prepare and process travel authorizations, per-diem calculations, and travel claims for RPHL Secretariat staff/consultants and participants in compliance with RPHL Network Project Management Guideline: Finance & Procurement
• Liaise with the Finance Office and Programme Coordinators  on event budget estimates and post-event expenditure settlement, ensuring supporting documents are complete and compliant
• Maintain event planning checklists and post-event reports to support institutional learning and continuous improvement
• Any other duties as assigned by the Regional Programme Director.

Required Qualifications, Skills, and Experience

Essential

• Thai nationality with effective communication skills in English, both written and oral;
• Bachelor’s degree in Human Resources Management, Business Administration, Public Administration, or a related field;
• Minimum 5-7  years of progressive experience in administration and/or human resources roles, preferably within international organizations, NGOs, foundations, or intergovernmental agencies;
• Solid knowledge of HR principles and practices, including recruitment, onboarding, contract management, leave administration, and performance management;
• Familiarity with Thai labor law and HR compliance requirements in a project-based or international setting;
• Strong organizational skills with high attention to detail and ability to manage multiple priorities and deadlines simultaneously;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HR or document management systems;
• Strong interpersonal skills, discretion, and professional judgment in handling confidential HR matters;
• Experience coordinating events, meetings, or workshops, including travel and logistics management;

Desirables

• Experience working with Global Fund or other  international donors, particularly in relation to HR and administrative compliance requirements;
• Knowledge of  HR policies, Operations Manual, or Foundation/intergovernmental HR frameworks;
• Familiarity with procurement processes in a development organization context;
• Experience coordinating international travel and visa processes for international staff or consultants;
• Ability to speak any GMS or RPHL member country language;
• Willingness to undertake domestic and occasional regional travel.
• Ability to work under pressure and meet tight deadlines.
• Demonstrated commitment and strong work ethic.

Salary and Benefits

Salary

The salary shall be commensurate with qualifications and experience, and in accordance with the approved budget allocation for this position at the maximum of USD 1,500. The salary amount shall be as specified in the employment contract.

Benefits

The following benefits are provided subject to the availability of the approved project budget, in accordance with MI’s Human Resources Policies:

Apply

If you have the skills and experience to exceed in this position and are passionate about
equitable and inclusive economic growth in GMS, Submit your CV and the letter cover
via the link https://forms.office.com/r/MFwBQJEZWE. Please select “Administrative and HR Officer” in the application form. We are reviewing applications on a rolling basis, so early submission is highly encouraged.  

Candidates fulfilling the qualifications and requirements will be shortlisted for further consideration. Only shortlisted candidates will be notified for an interview or written test.