ThaiNGO

About the Sustainable Rice Platform (SRP)

The Sustainable Rice Platform e.V. (SRP) is a global multi‐stakeholder alliance comprising over 100 institutional members from the public, private, research, civil society and the financial sector. SRP is registered as a not-for-profit member association in Germany with a subsidiary company based in Bangkok Thailand; SRP Services Thailand (SRPS). Together we  work to transform the global rice sector by improving smallholder livelihoods, reducing the social, environmental and climate footprint of rice production, and by offering the global rice market an assured supply of sustainably produced rice

The Position

SRP is seeking a highly organized and proactive Office Manager to coordinate administrative activities and ensure the smooth running of our office operations. This role is key to fostering a productive and professional work environment, while supporting internal communications and maintaining administrative efficiency. The Office Manager will work closely with the Senior Leadership Team of SRPS, the Executive Director of SRP e.V, and Secretariat team. Discretion and confidentiality are essential to this role. See www.sustainablerice.org.

Key Responsibilities

Office Administration and Operations

• Oversee daily office operations, including supplies, equipment, maintenance, utilities, leases, insurance, and vendor relationships

• Maintain organised physical and digital filing systems for administrative, legal, financial, HR, and programme documents

• Working with the admin assistant, ensure coordination of meetings, travel, accommodation, logistics, catering, and venue arrangements for staff, board members, partners, and visitors

• Act as the main point of contact for office-related queries and ensure a professional, welcoming, and safe working environment

• Support internal communications and help maintain effective office systems, calendars, contact lists, and shared resources

Finance and Procurement Support

• Support day-to-day financial administration, including payment processing, invoice tracking, petty cash, expense claims, receipts, and reconciliations

• Coordinate with the accountant, auditors, banks, and relevant authorities as required

• Assist with budget monitoring, cash flow tracking, donor reporting, and preparation of monthly financial information for the senior leadership team and unit heads

• Ensure procurement processes are transparent, cost-effective, properly documented, and aligned with organisational and donor policies

• Maintain accurate records of contracts, purchase orders, supplier agreements, and financial supporting documents

Human Resources and Staff Support

• Ensure that staff records, contracts, leave records, timesheets, benefits information, and other HR documentation are properly maintained

• Support recruitment processes, including job advertisements, interview scheduling, reference checks, onboarding, and induction

• Coordinate payroll information, social security documentation, staff benefits, and related administrative processes in collaboration with finance or external service providers

• Ensure that HR practices are consistent with Thai labour requirements, internal policies, and good practice

• Support staff wellbeing, team communications, and practical arrangements for internal meetings and trainings

Compliance, Governance, and Risk Management

• Maintain organisational registration documents, licences, board records, policies, and statutory filings in coordination with management and external advisers

• Support compliance with Thai legal, tax, employment, social security, and reporting requirements relevant to the organisation

• Assist with preparation for audits, donor reviews, board meetings, and internal control checks

• Help develop, implement, and update administrative, finance, procurement, travel, safeguarding, data protection, and office policies

• Identify operational risks and recommend practical improvements to strengthen controls, efficiency, and accountability

Programme and Stakeholder Support

• Ensure administrative and logistical support for workshops, trainings, field visits, partner meetings, and community activities as maybe requested by other units

• Support communication with service providers, government offices, consultants, partner organisations, donors, and visitors in Thai and English as needed

• Ensure grant documents and reports are properly stored and available

• Ensure accurate financial information is made available on a timely basis for donor reports and programme management to other unit heads as needed

• Support document translation, interpretation, formatting, and preparation of letters, reports, presentations, and meeting notes

• Help track deadlines, reporting requirements, agreements, renewals, and follow-up actions across the organisation

Required qualifications, competences and experience

• Bachelor’s degree in business administration, other relevant degree or equivalent experience

• At least 3 years of professional working experience in a similar position in Thailand

• Strong leadership, interpersonal, and communication skills, with the ability to work effectively with staff at all levels in a multicultural environment

• Demonstrated ability to work under pressure, manage multiple priorities, and meet deadlines through excellent time management and organizational skills

• Proactive, flexible, detail-oriented, and highly motivated, with strong problem-solving skills and a continuous improvement mindset

• Comfortable working across diverse cultural and professional environments

• Understand office administration, systems, and procedures

• Proficient in Microsoft Office Suite, Google Workspace, PowerPoint, and project/database management tools. Experience with computer/cloud-based accounting software is an advantage

• Creative, energetic, and enthusiastic, with the ability to identify opportunities for process improvement

Working Conditions

• This full-time position will report to the Executive Director SRP e.V acting on behalf of the SRPS Board

• They will work closely with the SRP senior leadership team and unit heads in a collaborative and supportive manner

• This is a full-time role based in Thailand, with occasional travel within Thailand if required

• Some flexibility in working hours may be required to support events, board meetings, donor deadlines, or visiting partners

• The role may involve occasional work outside standard office hours, with time off in lieu or other arrangements subject to organisational policy

How to Apply

Interested candidates should submit a CV and a short cover letter explaining their relevant experience and motivation for the role. Applications should be sent to: hr@srpglobal.org

Please include “Office Manager Application” in the subject line. Only shortlisted candidates will be contacted.