ThaiNGO

Purpose:

Plan strives for a just world that advances children's rights and equality for girls. We engage people and partners to: Empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability. Drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face. Work with children and communities to prepare for and respond to crises and to overcome adversity. Support the safe and successful progression of children from birth to adulthood 

Plan is independent, with no religious, political or governmental affiliations and is an equal opportunity employer.

The Office Manager, ARO Bangkok Office leads the office logistics and procurement team in the regional office in Bangkok and is responsible for office facilities including IT, travel administration, procurement, events and meetings logistics, office safety & security, expatriate employee support and serving as the government liasion.

 Dimensions of Role:

• Leads the Office logistics and procurement team. (2 direct reports)
• Responsible office maintenance and facilities, including IT infrastructure
• Oversees travel administration and visitors
• Oversees local procurement and services for the office
• Oversees logistics for external meetings and events
• Responsible for safety of staff and office security
• Provides support for expatriate staff including expatriate housing.
• Leads engagement with Government of Thailand on office registration, reporting and government permits.
• Supports Deputy Regional Director - Operations with budget management.

Typical Responsibilities - Key End Results of Position:

Team Management of Office logistics & Procurement Team

• Communicates a clear and exciting vision to the team ensuring that each member of the team fully understands outcomes which are expected of them and that they are aware of the success criteria relating to their work.
• Ensure that the work is planned and organized in a way which will meet the needs of colleagues within the organisation in an effective way.s
• Supports team members to enable them to give their best e.g. by encouraging and praising good performance, coaching, assisting staff to resolve performance problems, providing resources, tools and equipment.
• Lead performance management of the team as per Plan procedure in particular and monitors performance and take action as needed.

Office facilities and IT infrastructure maintained

• Ensures a clean and professional office work environment is maintained
• Ensures the appropriate IT Service Level and coordinates IT team to ensure the IT and phone infrastructure is maintained.
• Ensures effective and efficient office services are in place for staff and visitors.
• Provides administrative support and advise in the effective use and management of resources, processes and procedures for the office.
• Manages lease/rental contracts, communication services including mobile phone, security service contracts and insurance policies for the office.
• Ensures regular inspection of all office facilities to ensure that these remain in good condition and risks are managed.
• Facilitates office repair and pest control measures
• Ensures that Plan assets and facilities are insured as per Plan policy and procedures
• Responsible for the drafting of the Bangkok Regional office administrative budget.

Travel and Visitor Services

• Leads domestic and international travel services for staff business travel to ensure it is timely, high quality and cost efficient and in line with Plan’s polices and procedures
• Manages contracts with travel agents and suppliers for the office
• Ensures high quality of service, cost efficiency and value for money for travel services
• Provides visa, arrival and accommodation services for visitors to the office as required.
• Maintains relationship with travel agencies, hotels and other suppliers
• Ensures visitors receive required briefings
• Maintains traveller and visitor records as per Plan policy

Procurement services

• Manages the procurement of goods and services for the office as per Plan policies and procedures and ensure value for money and timely delivery.
• Ensures appropriate procurement controls processes, procedures and systems are in place, adhered to and staff are trained on them.
• Responsible for anti-terrorism check/ screening for suppliers.
• Ensures all property and equipment (assets) are well maintained
• Manages office supplies and inventory as per Plan policies and prcedures and ensure optimum inventory management and safe guard assets.
• Leads prequalification process of suppliers as needed.
• Maintains and establishes relationships to external stakeholders eg; suppliers, contractors and service provider to ensure value for money and control.
• Ensures conditions in the service agreements and contract are understood and followed by the suppliers, contractors and service providers.

External event and meetings logistics

• Oversees logistics for external meetings and events as per Plan procedures to ensure high quality and cost efficient meeting facilities, event service accommodation for participants
• Ensures meeting organisers receive support in meeting preparations including hotels, accommodation, arrival services, invitations and facilities

Staff safety and office security

• Ensures the occupational health and safety of ARO Bangkok based staff in close cooperation with other departments.
• Monitors the implementation of related Thai regulations for workplace safety (e.g. fire exits, building maintenance, electric installations)
• Serves as the Security Focal Point (SFP) for ARO Bangkok in close cooperation with SFP Country Office Thailand Support for expatriate staff housing

• Manages re-location for new joiners and and leavers including for temporary and permament accommodation and shipment of personal effects as per Plan policy and proicedures.
• Leads the procurement process and manage lease/rental contracts and relationships with brokers to obtain cost effective and safe housing for expatriate staff
• Leads the procurement process and manage relationships with movers for shipment of personal effects for expatriate staff.
• Ensures new joiners are briefed on local housing procedures and provide other support for expatriate housing benefit as required.

Government relations and corporate reporting

• Supports the DRD Operations with government relationships and contacts related to permit for operations in Thailand
• Oversees the preparation, submission and monitoring of reports required by the Government of Thailand on a regular basis
• Leads completion, submission and filing of quarterly and annually corporate reports related to logistics and procurement, annual Legal survey, quarterly travel report, quarterly property report, annual insurance survey.

Dealing with Problems:

• Effectively managing expectations;
• Providing effective support remotely;
• Working effectively across diverse teams;
• Managing competing demands;
• Negotiating with and influencing
• Requirement to solve problems related to admin, procurement and logistic day to day basis

Communications and Working Relationships:   

• External : Cooperates Agencies, Vendors for day-to-day basis
• Direct relationship with other staff at Regional Office to communicate, coordinate and consult on related work in Admin, Procurement and Logistic matters. (High)
• Primary contacts with the Deputy Regional Director- Operation (within ARO RO) who directs and monitors outputs (High)

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

• Proven ability to provide effective leadership and transfer advice and knowledge to internal/external stakeholders and staff in all level
• Excellent interpersonal, representational and communications skills.
• Ability to present and explain difficult positions if necessary, and to present information in a concise, persuasive and accurate manner.
• Proactively to up-date his/her views and knowledge
• Quality builder/ high commitment
• Coaches and develops team members / Ability to be a team player and build a team
• Problem solving (ability to apply models and concepts)
• Analytical thinking (cause-effect)
• Prioritization and strategic planning
• Decision making skill
• Flexibility to adapt practices to different audiences
• Results oriented and Client oriented / Capacity to build relationships
• University degree in BA or related with Minimum 5 to 7 years’ experience in similar/ related position focused in administration and internal controls
• User level knowledge of computer packages (Word, Excel, PP, SAP)
• Knowledge on contracts management and agreement with public/private institutions, government relations

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 Friday 14 October 2016.