Contact: KorakodI@arcrelief.org , SaiTi@arcrelief.org
American Refugee Committee International
Thailand
Project Title: Global Fund Malaria SSF and RAI Projects
POSITION TITLE: Admin Logistic Assistant
COUNTRY PROGRAM: Thailand
RESPONSIBLE TO: Project Coordinator
STATUS: Full time
BASE: Ranong Province, Thailand
Project Summary
The GFATM contributes to the elimination of malaria in Thailand, as well as preventing the emergence or spread of artemisinin resistance in new areas, to make as large as possible contribution to the elimination of Falciparum malaria from the Greater Mekong Sub-region (GMS), and to prevent the emergence or spread of Artemisinin. This project is supported by the Global Fund to fight HIV/AIDs, TB, and Malaria. Specific project deliverables have been established in ARC’s performance framework. Goal, objectives, and activities are aligned with the Greater Mekong Sub-region (GMS) Regional Artemisinin Initiative (RAI) and Country component Single Stream Funding (SSF).
PRIMARY PURPOSE OF THE POSITION
The Admin Logistic Assistant is an integral member of the project team responsible for delivering goal, objectives and activities under the Global Fund Malaria SSF and RAI Projects. Under the direct supervision of Project Coordinator, the Admin Logistic Assistant is primary responsible for supporting all administrative and logistic related tasks in field office.
PRIMARY DUTIES/RESPONSIBILITIES
- Perform administrative and logistic related activities:
- Prepare, secure approvals, compile and maintain staff work documentation records at the provincial site, including:
- Personal information sheet of Migrant Liaison Officers and Migrant Health Volunteers
- Leaves, absences and daily time records (time sheets) for submission to sub-central office
- Travel documents as well as travel arrangements.
- Maintain ARC office and staff house through regular inspection to ensure:
- Cleanliness
- Safety equipment like smoke detectors, fire extinguishers, etc are functional
- Repairs for damages or defects in office areas
- Communication with building owners for contract renewals, movements or termination.
- Maintain a recording system for tracking telephone usage both official and non-official and submit to bookkeeper unofficial telephone usage by staff.
- Monitor and resolve problems with communications systems: CAT radio, phone, mobile radio, satellite phone, on-call radio/mobile phone and internet network connections used for official communications.
- Maintain the inventory and checkout system for office and room keys, including those of the staff houses, and keeping record of the same.
- Assist the bookkeeper in terms of payments for purchases, incentives, salaries of those on daily wage rate, especially in occasions when the accountant is not available.
- Receive and keeps files of incoming and outgoing communications, providing the Project Coordinator or anyone concerned with copies of the same.
- Install/implement equipment and supplies recording, distribution and inventory systems and procedure within the project as well as with other health facilities or units which the project has project implementation relationships, in consultation with Provincial Coordinator.
- Coordinate and supervise the project vehicle utilization and driver schedule.
- Prepare requisitions and purchase orders for project activities, office, staff house and other supplies, in accordance with ARC and Global Fund procurement procedures
- Receive and confirm the accuracy of purchasing deliveries.
- Maintain records of purchase requisitions and purchasing deliveries.
- Check and sort supplies received; distribute supplies to appropriate requestor and have requestor (project staff/principal partners) sign as recipient of supplies.
- Maintain records of supply and equipment requests, receiving documents and location of equipment distributed.
- Prepare and submit specified monthly reports on assets, vehicle utilization and supplies status to Finance Officer in Main Field office
- Supervise installation of equipment and hardware in the project offices.
- Maintain a sign out system for all supplies and equipment among staff and partners.
- Maintain Project Logistics records and filing – Requisition Forms, Copy of Purchase Order, Project Activity Supply and Equipment, Vehicle File, Purchase/Inventory of all items.
- Monitor safety checklists: including satellite phones, car radios, smoke detector, fire extinguisher, safe motorcycle use and system of sign-in and sign-out for vehicles on travel.
- Arrange for coverage of functions during absence with the Project Coordinator.
- Supervise the vehicle utilization and maintenance
- Install system of requests/purpose of travel, approval and assignments of vehicle utilization
- Inspect on a regular basis.
- Anticipate problems and recommend solutions.
- Supervise repairs, installations, with assistance from the driver.
- Prepare purchasing requisitions for vehicle maintenance; maintain records.
- Prepare copies of vehicle maintenance expenses for office files.
- Do spot checks of vehicles for emergency kits, tool kits, etc.
- Maintain records of vehicle utilization, i.e log-in and out with corresponding mileage, fuel use and users.
- Performs other tasks assigned by Project Coordinator and/or Project Manager.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED (List the important technical and professional skills and knowledge required to do the job well. Include years of experience required.)
- Hold a bachelor degree in Business Administration or Logistics
- Have good experience and skill in administration and logistics
- Have previous experiences and knowledge in office administration and management
- Be knowledgeable in Microsoft package (Word, Excel, Powerpoint, Email and so on)
- Able to report in English is an advantage
- Valid vehicle driving license is an asset
KEY BEHAVIORS & ABILITIES (List the key behaviors and abilities that relate to success on the job that are critical to achieving the position’s mission and goals.)
- Has ability to maintain good working relationship with other colleagues in organization, regardless of their nationality, ethnicity and religious belief.
- Respect and recognize organization hierarchy, policies and regulations at all times without conditions.
- Be transparent, organized and responsible work style to oneself and organization under multi-cultural atmosphere.
- Have the ability to work harmoniously and collaboratively as a team with government partners, community and other colleagues
- Have the ability to take initiative to accomplish program/organization goals and objectives
- Be detailed, flexible and accurate in handling multi-task assignments
- Excellent communication and writing skills (Having English writing skill is an advantage)
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