ThaiNGO

Propose :

Founded 75 years ago, Plan International is one of the oldest and largest children's development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty, particularly those who are excluded or marginalized, with high quality programs that deliver long lasting benefits by increasing our income, working in partnership with others and operating effectively. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations and is an equal opportunity employer.

The post-holder will coordinate with Admin, Finance, HR, Grants and on behalf of YES Team and Transforming Surge Capacity project to ensure that all support activities associated with Program are operating efficiently and effectively. This will include day-to-day operations of the team as well as support for ad hoc and regular meetings, workshops and events. Liaison with targeted staff in Country Offices, National Offices and Regional Offices in Bangkok and Manila will be required.

This role will primarily provide support for the YES Team (75%) but will also provide support for the Transforming Surge Capacity project (25%) on a timesheet basis.

Dimensions of Role:
Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

Budget: Monitoring the overall annual Program budget and providing regular and ad hoc reports to YES Team and Transforming Surge Capacity initiatives.

Staff Numbers: There are no direct reports to the position holder. The Implementation Support Officer will establish and maintain ongoing communication with country office focal points, relevant individuals/groups and partners involved in the Program, including HR and Finance staff.

Area of Responsibility: Regional
 
Typical Responsibilities - Key End Results of Position:
“What” is done and “why”, but not “how”; include indicators for success

The Regional Program Team are provided with efficient and effective Administration support to allow them to deliver their goals.

• Coordination with Administration, HR, and Finance to support the organisation of training events and meetings for the Regional Program Team as required, ensuring that all tasks related to this are processed accurately, smoothly and on time.
• Provide effective support to program operations on SAP related issues and compliance, keep track and provide regular updates about payments from the relevant project budgets.
• Act as the focal point person for procurement requisition for YES and Surge Capacity members based in Bangkok and elsewhere as required. This will involve raising requisitions via the SAP system and completing the relevant forms in ARO.
• Liaising with the Procurement Officer to ensure the timely processing of the requisition via the SAP system.
• Support the YES and Surge team members as required to ensure that the documents and process required for hiring and paying consultants are in place and complied with (including tax regulations), liaising with HR and Finance as needed.
• Liaise with Administration and Finance to support travel arrangements for members of the Regional Program Team, eg, travel request documents and letters required for visas.
• Maintain own records systematically and with attention to detail, establishing systems to deliver the requirements of the role as needed.
• Provide other administration support to members of the Regional Program as needed.

Strong relationships are built with colleagues and internal and external stakeholders of RO
Programs to ensure a spirit of cooperation and teamwork is developed:

• Ensure there is regular constructive and effective liaison with internal and external contacts on all admin and procurement matters in relation to Regional Program Team requirements.
• Develop and maintain constructive working relationships with the HR and Finance teams in the Bangkok, Manila and other RO offices. Work in close collaboration with YES and Surge team members, building positive relations with them.

Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

• Balancing the needs and demands of multiple stakeholders;
• Planning and organizing work systematically with attention to detail;
• Able to work on own initiative with minimal day-to-day supervision;
• Able to effectively support multiple projects at a time;
• Able to use interpersonal skills and a “can-do” attitude to solve problems;
• May be required to deal with issues which arise at the CO level from time to time which will require diplomacy and intercultural sensitivity

Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low)
of the contact

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s
Objectives:
Gained through education, training, & experience

Skills specific to the post

• Administrative coordination
• Procurement coordination
• Travel and related issues management
• Excellent communication, networking and problem-solving skills
• Planning and organisation
• Managing multiple tasks across a number of projects effectively
• Self starter
• Excellent English language skills – written and spoken.

Desirable:
• Admin, travel and procurement experience
• Knowledge of SAP will be advantage

Qualifications and Experience

• B.A. degree in Administration, Finance, Social Sciences or its equivalent and professional training on programming and/or related field is desirable.
• At least 3-5 years coordination or technical experience in the administrative and procurement support to implementation of complex programmes / projects, ideally within the development sector and at a regional / sub-regional level involving multiple stakeholders.
• Experience of planning and organising meetings for people from different countries, from different levels of an organisation and from different organisations is highly desirable.
• Demonstrable abilities in planning, coordination and communication
• Ability to manage multiple tasks across a number of projects effectively
• Excellent interpersonal skills and the ability to work with people from diverse cultures
• Ability to work effectively as part of a team
• Excellent communication skills in written and spoken English
• Skilled in the use of computer software, internet research, MS office

Application Process:
Please send your CV and a covering letter explain why your skills, knowledge and experience meet the requirements of this job to PlanAsia.JobVacancies@plan-international.org by 5.00pm local time Bangkok on Wednesday 20 July 2016. Please state clearly in the subject title of the email the job you are applying for.

For more information or questions, please contact RO HR & Recruitment Specialist, Som.