ThaiNGO

Contact: nujarinp@arcrelief.org

POSITION TITLE:  Admin & Procurement Assistant           

HQ DEPARTMENT or COUNTRY PROGRAM: Thailand       

RESPONSIBLE TO:  ARC Admin Coordinator          

STATUS (Full time, Part time, Temporary):  Full time       

The American Refugee Committee (ARC) Thailand program started in 1979 in response to the emergency needs of refugees from Cambodia, Viet Nam and Laos.  Currently, the program provides life-saving health and other services to displaced persons from Burma residing in 5 temporary shelters along the Thai-Burma border in the provinces of Mae Hong Son, Tak and Kanchanaburi.  In addition, Thailand is at the center of ever larger migratory movements in the region.  With funding from the Global Fund, ARC works with migrants on identifying and treating malaria cases in the provinces of Petchaburi, Chumphon, Kanchanaburi and Ranong.

ARC donors include: US Dept. of Statue Bureau for Population, Refugees and Migration (BRPM), United Nations, and the Global Fund.   The ARC office in Bangkok supports multiple field offices located in various provinces along the Thai – Burma border and in the provinces in southern Thailand.  With an annual budget of between $3-4m, the Thailand program has 8 expatriate and over 120 national staff.

PRIMARY PURPOSE OF THE POSITION

The Admin/Procurement Assistant provides critical support to ARC field offices throughout Thailand on procurements and other logistical arrangements.  Procurement   function   provides support to Administration Department for procurement   supply and logistics under ARC procurement guidelines, principles and regulations in order to achieve ARC’s goals and missions. Admin and Procurement Assistant performs and operates procurement supplying Field programs with products and services to facilitate all appropriate ARC activities, and ensures that the procurement systems correspond to the guideline of donors and ARC procurement guidelines, principles and regulations.

PRIMARY DUTIES/RESPONSIBILITIES                                                                                                                % OF TIME

1. Admin assistant receives visitors including vendors seeking payments, other deliveries and answers incoming calls and responds to faxes received by ARC’s Bangkok office.
2. Processes Travel Authorization requests and completes travel arrangements for all field staff coming to Bangkok and for ARC Int’l visitors. Including booking of hotel and reservations for travel
3. Performs procurement supplying field programs with products and services to facilitate all appropriate ARC activities, and ensures that the procurement processes is complete and correspond to the guidelines of donors and ARC procurement guidelines.
4. Prepares appropriate document to file for procurement rationale/explanation for review and approval.
5. Inventory management and report. Conducts procurement and logistic function (in terms of supplies and persons); supervised by Administration Coordinator.
6. Prepares appropriate purchase order in terms of quality, quantity and lowest possible price for Administration Coordinators’ review and the Country Director’s approval.
7. Obtains and ensures that all responsible supply bid are transparent, accountable and accurate and that no conflict of interest is present.
8. Writes appropriate document to file for procurement rational/explanation for review by Administrative Coordinator and approval by Country Director for justification of any bids which do not fall into standard guidelines.
9. Ensures that Procurement Code of Conduct file is up to date and fully complete.
10. Prepares Monthly Procurement Status Report to ensure that works have done timely.
11. Coordinates with both supplier and field managers to ensure the requirement of proper, cost-effective and timely delivery. This includes attachment of relevant purchase order document and supplier packing list to the package for checking duty of the recipient.
12. Obtain and ensures that at least three quotes are obtained from supplies according to ARC procurement policies and ensures competitive and independent bidding.
13. Ensures that all fields relating to procurement quotations, receipt of goods, transport, and suppliers are kept up-to-date and fully complete.
14. Performs any other tasks or duties as assigned by the Administrative Coordinator or Country Director.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

• BA, Business or relevant field.
• 2-5 years’ experience in office management and procurement preferably for an international NGO.
• Experience with international donors and grant requirements.
• Strong computer skills in Microsoft Office programs: Excel, Word, Outlook, etc.
• Fluent written and spoken English and Thai.
• Good interpersonal skills; able to meet deadlines.
• Experience in multi-cultural and multi-level programs.
• Sense of humor and good interpersonal skills.

KEY BEHAVIORS & ABILITIES

• Ability to work with a diverse team in an intense environment.
• Ability to prioritize multiple tasks and meet deadlines.
• Extremely flexible with the ability to cope with stressful situations.