ThaiNGO

Administration & Operations Officer

Location: Bangkok, Thailand
Eligibility: Thai nationals
Reports to: Finance & Operations Manager
Contract: Full-time, fixed-term
Working languages: Thai and English

About ILGA Asia

ILGA Asia is the Asian regional organisation of the International Lesbian, Gay, Bisexual, Trans and Intersex Association (ILGA World), working to advance the human rights of LGBTIQ people across Asia.

Our Secretariat operates through ILGA Foundation, a foundation registered in Thailand, with our regional office based in Bangkok.

About the Role

The Administration & Operations Officer supports the effective day-to-day administration and operations of ILGA Asia and its Bangkok office.

Reporting to the Finance & Operations Manager, the Officer will be responsible for office and administrative systems, staff administration, procurement, travel and events logistics, and coordination of relevant Thai administrative processes.

We are looking for someone who is organised, reliable and proactive, with strong attention to detail and the ability to take ownership of tasks and follow them through.

Key Responsibilities

Administration & Office Operations

• Maintain day-to-day administrative and office systems.
• Maintain accurate organisational records, filing systems, inventories and operational trackers.
• Track subscriptions, contracts, renewals and other administrative deadlines and follow up proactively.
• Coordinate office facilities, equipment, supplies, maintenance and service providers.
• Coordinate and maintain office leases and other related contracts.
• Liaise with Thai vendors, service providers and relevant authorities as required.
• Support administrative requirements relating to ILGA Foundation and its operations in Thailand.

Staff Administration

• Maintain staff contracts, personnel records, leave and benefits documentation and relevant trackers, and support the monthly payroll administration process in coordination with the Finance & Operations Manager and Finance Officer.
• Track contract, visa, work permit, insurance and other staff administrative deadlines.
• Provide support for visa and work permit requirements for staff based in Thailand.
• Support staff onboarding and offboarding.
• Assist the Finance & Operations Manager with other routine HR administration while maintaining appropriate confidentiality.

Procurement & Vendors

• Coordinate procurement processes in accordance with organisational policies and applicable donor requirements.
• Research vendors and service providers and obtain appropriate quotations.
• Compare options based on quality, suitability and value for money and provide clear recommendations.
• Coordinate with the Finance Officer to ensure procurement and payment documentation is complete and submitted on time.
• Maintain organised procurement and vendor records and follow through on agreed services and deliverables.
• Monitor local service providers’ performance in administration and logistics support, including local travel and lodging arrangements and procurement of rental items and services necessary for implementation of organization activities.
• Coordinate with the Finance Officer to ensure procurement, payment requests and supporting documentation are complete and submitted on time.
• Support the administration and reconciliation of operational and event advances.
• Coordinate administrative processes involving Thai Board members or authorised signatories where approvals or signatures are required.

Events, Travel & Logistics

• Coordinate logistics for ILGA Asia meetings, trainings, conferences and other activities.
• Arrange flights, accommodation, visas, transportation, venues, catering and related requirements.
• Research and compare options and recommend suitable and cost-effective arrangements.
• Communicate with participants, partners, hotels, travel agents and other service providers.
• Coordinate accessibility, dietary and other participant requirements.
• Prepare logistical information and documentation and provide on-site support where required.
• Support administrative and logistical arrangements for ILGA Asia Executive Board, ILGA Foundation meetings and bi-weekly staff meetings

Thai Foundation & Organisational Support

• Support the Finance & Operations Manager with administrative requirements relating to ILGA Foundation.
• Maintain relevant Thai Foundation, registration and Board documentation and trackers.
• Coordinate Thai-language correspondence and administrative processes with relevant authorities and external parties.
• Provide routine Thai–English translation and interpretation, and take meeting minutes as required.
• Proactively monitor administrative deadlines and flag required actions.

Team Support

• Work collaboratively with the Finance & Operations Manager, Finance Officer and wider Secretariat.
• Handle confidential organisational and personnel information appropriately.
• Contribute to improving administrative and operational systems and ways of working.
• Undertake other reasonable duties related to the position as assigned.

Qualifications and Experience

Education: Bachelor’s degree in business administration or related field.

Essential

• Thai nationality and ability to work from Bangkok as required.
• Professional proficiency in Thai and English, written and spoken.
• At least 3 years of relevant professional experience in administration, operations, office management, logistics, procurement or a related area.
• Strong organisational skills and attention to detail.
• Ability to manage multiple tasks and deadlines independently.
• Experience coordinating vendors, procurement, travel, meetings and/or events.
• Ability to research options, solve practical problems and make sound recommendations.
• Strong workflow management skills; flexibility; prioritization and organizational skills for coordinating a variety of tasks simultaneously; and team player. 
• Good digital skills, including Google Workspace and/or Microsoft Office.
• Interpersonal, negotiation, and IT skills will be added advantages. 
• Ability to handle confidential information with discretion.
• Commitment to ILGA Asia’s values and the human rights of LGBTIQ people.

Desirable

• Experience with a Thai foundation, NGO or international/regional organisation.
• Familiarity with Thai administrative, visa/work permit or organisational registration processes.
• Experience with staff administration and procurement documentation.
• Experience coordinating regional or international events.

What We Value

We are looking for someone who:

• takes ownership and follows through;
• anticipates deadlines and needs;
• keeps records and systems consistently up to date;
• is resourceful and looks for good solutions rather than simply the quickest option;
• communicates early when something is delayed or at risk;
• works well in a small and collaborative team; and
• is willing to learn and grow with the organisation.

Equal Opportunity and Inclusion

ILGA Asia is committed to a diverse, inclusive and respectful workplace. We welcome applications from qualified candidates of diverse backgrounds, identities, experiences and abilities.

As an LGBTIQ human rights organisation, we particularly encourage applications from LGBTIQ people, women, persons with disabilities, people from marginalised communities, and others whose lived experiences are underrepresented in the sector.

Employment decisions are based on the requirements of the role, relevant skills and experience, demonstrated competencies, and alignment with ILGA Asia’s organisational values. ILGA Asia does not tolerate discrimination, harassment or retaliation in its workplace or recruitment processes.

Reasonable accommodation is available throughout the recruitment and selection process.

This position is open to Thai nationals due to its substantive responsibilities supporting the administration and operations of ILGA Foundation, a foundation registered in Thailand, and regular engagement with Thai-language administrative and institutional processes.

HOW TO APPLY:  

Applicants should apply by emailing a cover letter and resume to finance@ilgaasia.org by September 21, 2026.

Please include “Administration and Operations Officer” in the email subject line. Applications will be reviewed on a rolling basis.  

ILGA Asia sincerely thanks all applicants for their interest in joining our team. Please note that only candidates who meet all requisite criteria and are shortlisted will be contacted.