ThaiNGO

About FHI 360:  

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of: Administrative Officer, LINKAGES Thailand

Description:

LINKAGES is a USAID-funded project managed by FHI 360 aimed at accelerating the Thai HIV/AIDS response to recruit, reach, test, treat and retain populations in HIV prevention, care, and treatment services. The project will focus primarily on MSM and transgender (TG) women.

JOB SUMMARY:

This position is characterized by the performance of a variety of administrative support duties to the LINKAGES Project. Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of procurement, travel and other administrative documents, use of office technology, organizing and maintaining files and records, posting information, supporting the gathering and reporting of project information to donors’ websites, support workshop and meeting organization, and coordination with internal staff and implementing partners staff on administrative related matters. At the advanced level, may serve as a lead worker or may provide supervision to other employees.

DUTIES AND KEY RESPONSIBILITIES:

General duties:

-Responds to staff requests for administrative support as needed.

-Establishes, develops, maintains and updates filing system and retrieves information from files when needed.

-Schedules meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).

-Provides administrative support to staff for copying, faxing and large- scale mailings.

-Communicates with both internal and external personnel as required.

-Maintains and updates records of all administrative related document e.g. services contracts etc.

-Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.

-Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.

-May handle special projects and execute research and data analysis tasks.

-Creates and develops visual presentations and Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.

-Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department. Provides simple financial planning services for meetings or workshops

-Arranges complex and detailed travel plans and itineraries.

-Compiles documents for travel- related and processes travel expense forms.

-Prepares agendas, notices, minutes and resolutions for corporate meetings and assists with coordination of meetings, facilities planning and logistics required and takes minutes, prepare and distribute to appropriate staff.

-Acts as a liaison with other departments and outside agencies, including high-level staff such as senior management, project director etc.

-Handles confidential and non-routine information and explains departmental policies when necessary.

-Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.

-Assists supervisors in ensuring project administration and operation runs smoothly.

Procurement

-Works in collaboration with concerned staff at FHI 360 APRO for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements. This includes procurement of commodities and services such as office supplies, equipment maintenance, as well as technical items such as office equipment, and specialized medical supplies and equipment for project implementation.

-Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations.

-Ensure that overall procurement process is implemented in a timely way consistent with FHI 360’s professional standards. This includes preparing procurement request, requesting quotations, coordinate with APRO to finalize purchase orders, and reviewing invoices prior to submission to APRO Finance for payment.

-Analyze quotations received, selects or recommends suppliers and schedule deliveries.

-Contact suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and project needs are met.

-Obtains certifications of delivery and conducts check against order. Check and approve invoices for orders placed.

-Conducts receipt, storage and distribution of expendable supplies and non-expendable property.

-Responsible for physical inventory of non-expendable equipment and handle disposal of obsolete item.

-Establishes re-order points for expendable supply items.

-Updates contract list and coordinate with regular contractors in renewing the contracts.

-Develops and maintains information of all active vendors in the vendor database.

Travel

-Responsible for travel arrangement for travelers coming in and going out.

-Coordinate with concerned FHI 360’s staff in arranging hotel reservations for project staff, consultants, participants and visitors as needed. Maintains data on hotels in key provinces for future reference.

-Handles logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservations, visa applications, negotiating with the selected hotel, coordinating with concerned staff at APRO in purchasing supplies for the events to clearing the expense with the hotel.

-Serves as the point of contact for the ISOS travel data tracking by working with concerned staff at APRO on quarterly basis.

 TYPE AND NATURE OF CONTACTS:

-Frequent interaction with others within and outside the organization and ability to resolve problem situations with tact. Requires strong professional relationships with clients/customers

SUPERVISORY AND BUDGET RESPONSIBILITY:

None

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

-With minimal supervision, manage high volume work flow.

-Service minded well organized, strong negotiation and interpersonal skills.

-Flexible approach to working hours and the ability to work under pressure with minimum supervision.

-Ability to handle multiple tasks and demanding schedules to deliver high quality results on time.

-Knowledge of general office practices and organizational skills, administrative and planning skills.

-Experience in providing procurement support, and basic knowledge of donor’s procurement policy.

-Good proficiency in computer software applications in particular Microsoft World, and Excel.

-Good command of spoken and written English and Thai.

-Report to supervisor on variances and status on regular basis.

-Resourceful in gathering and providing information.

-Knowledge of budget preparation and monitoring.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

-Ability to travel within the country.

MINIMUM REQUIREMENT STANDARDS:

-Degree in Business Administration or Related Field

-Minimum 5 of related experience.

-Good written and oral communications skills

-Prior experience working with NGOs and government organizations would be useful.

NOTE:  Applicant must be eligible to work in Thailand. No expatriate benefits or allowances provided.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and an outstanding benefit package. Interested candidates, please register apply online through FHI 360’s Career Center at https://jobs-fhi360.icims.com/jobs/17428/administrative-officer%2c-linkages-project---thailand/job

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.