ThaiNGO

Purpose:

Plan strives for a just world that advances children's rights and equality for girls. Working in 71 countries across the world 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

The Administration Officer supports the general office management, purchasing and procurement, office & meeting logistics, and administrative record maintenance. In addition, the post holder has responsibility to conduct transactions into SAP system.

Dimensions of Role:

• Office Maintenance and Front Desk Functions
• Office logistics and Procurement
• Meeting Logistic support
• Other Administrative support

Typical Responsibilities - Key End Results of Position:

Front Desk Services:

• Responsible for the entire Front Desk Functions; receiving incoming calls and messages and forwarding them to respective staff or team members in an absence of the person
• Responsible for office phone system and switchboard maintenance
• Responsible for mailroom function, including postal and courier services
• Visitor facilitation; inform staff of visitors’ arrival, coordinate with the office maid for necessary services assistance
• Observe the cleanliness and tidiness of the Office, particularly the front office area

Office Maintenance,

• Facilitates office repair and pest control measures
• Assist the Manager in checking office facilities and equipment, ensuring that they remain in good condition at all time
• Assist the Manager in coordinating with the Building Management on matters regarding building facilities, ensuring they are in good condition and due services are delivered in timely manner
• Working with HR in obtaining the updated staff contact list

Procurement:

• Facilitate procurement process in compliance with operation procedures
• Prepare and maintain documentation of purchases

• Process and encode the ARO purchase requisition, purchase order and suppliers invoice

• Input onto the SAP the procurement data needed by the SAP system: requisition, purchase order, invoice (MIGO)
• Maintain sound relationship with suppliers and other relevant entities

• Set up suppliers master data for the ARO suppliers/vendors

Finance:

• Manage Petty Cash Fund; making disbursement in compliance with global Financial Policies

• Process and encode each transactions and ensure an up-to-date records at all time

• Regular check of the fund balance on hand and prepare expense report to the Manager for an on time replenishment

Asset / Inventory Management:

• Taking part in conducting the annual physical count of Plan assets
• Assist the Manager in asset acquisition and disposal

Meeting Logistics:

• Assist the Manager in meeting facilitation and logistical support for the regional meetings/workshops held in Bangkok
• Process international/ domestic travel requests including visa processing, hotel bookings and air tickets, as assigned by the Manager

Other Administrative Support:

• Compile Payment Request supporting documents and ensure they are complete and compliant before presenting to Finance for payment.
• Maintain and manage systems for monitoring staff whereabouts records
• Assist the Manager in preparing related reports, as assigned
• Other administrative and office operational support services, as assigned by the Manager

 Standards applicable to all staff:

• Complies with corporate policies and standards- Child Protection Policy, IT Policy, Anti-Fraud and Corruption Policy, Confidentiality Policy, Code of Conduct, whistle Blowing, HR Policies and Procedures;
• Attends internally and externally facilitated training to enhance level of performance. Maximize the use of ICT for greater awareness of local and global trends affecting development work. Accepts special objective assignments for skills enhancement and expansion. Shares learning to benefit others.

Dealing with Problems

• Ensuring administrative policies and procedures are complied with consistently
• Providing advice and guidance on simple queries related to people management policy and procedures
• Managing competing demands
• Requirement to handle the multi-tasks and day-to-day operation effectively

Communications and Working Relationships:

INTERNAL - High

• Primary contact with the Admin Manager, ARO
• Finance – for the processing of payment
• Other staff in ARO

EXTERNAL-High

Service Providers, suppliers, Travel agencies,

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

-           Degree or equivalent with 3 years’ experience in an office administration or similar capacity is preferred

-           Technical working knowledge of the SAP system

-           Confidentiality, reliability and punctuality

-           Flexible and service-minded

-           Able to manage competing demands

-           Ability to build strong relationships with staff at every level

-           Computer literate with proficient use of all Microsoft Office applications

-           Good command of spoken and written English

-           Team player, comfortable with working with people from different cultures

Physical Environment and Demands:

• Office-based with limited international travel.

Level of Contact with Children:

Low contact:     No contact or very low frequency of interaction

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 Monday 9 January 2017. Please state clearly in the subject title of the email the job you are applying for.