ThaiNGO

Site Administrator

Vacancy Announcement

Position:  Site Administrator  (1 open position)

Handicap International (HI) seeks a site administrator based in Mae - Sot, Tak province, with punctual travels to camps along Thailand - Burma Border.

The Site Admin, as supervisor will be working closely with all members of the Support Services within HI Thailand and will be in daily contact with the Regional Support Service Coordinator in Myanmar, as technical referent. His/Her line manager will be the Country Manager, Thailand and will report to her. Within HI Thailand, the Site Administrator will be the referent for all finance, human resources, administrative and logistics related issues.

Closing date: 15^th January, 2017

HI reserves the right to not accept applications submitted after the deadline.

Only shortlisted candidates will be contacted for testing and an interview.

Also, HI reserves the right to contact any shortlisted candidates before closing date.

HI is an international non-governmental, non-religious, non-political and non-profit making organization specialized in the field of disability. It works alongside people with disabilities, offering them assistance and supporting them in their efforts to become self-reliant.  Since its creation, the organization has set up programmes in approximately 60 countries worldwide and intervened in many emergency situations. 

HI in Thailand is currently supporting projects along the Thailand - Burma border focusing on the following:

• Rehabilitation Project: provision of functional rehabilitation services for persons with disabilities in 5 temporary shelters (Tak and Mae Hong Son provinces),
• Disability and Social Inclusion Project: Social inclusion of People with Disabilities and mainstreaming disability into humanitarian services in 5 temporary shelters (Tak and Mae Hong Son provinces),
• Growing Together Project: in 5 temporary shelters (Tak and Mae Hong Son provinces) focusing on enabling vulnerable children including children with disabilities, to develop their full potential on an equal basis with other children and acquire fundamental educational and social skills, as well as support to their family members and/or caregivers and,
• Risk Education Project: raising awareness activities on the risk of mines and explosive remnants of war, which is implemented in all 9 temporary shelters (Tak, Mae Hong Son, Ratchaburi and Kanchanaburi province).

GENERAL MISSION:

The Site Administrator’s mission is to ensure the programme's financial, logistical, administrative and human resources management are working effectively and efficiently and in line with HI strategy. Reporting to the Country Manager, Thailand, he or she guarantees compliance with the country's legal framework and head office rules, while ensuring that the specificities of the programme are taken into account.

Responsibilities:

Responsibility 1: Oversees the mission’s financial resources

Aim: to ensure sound, on-going financial management in line with internal procedures

Activities:

• Structure the funding schedule in accordance with the organisation's financial strategy;
• With the Regional Support Services Coordinator and Head of Mission, draw up the mission’s annual budget;
• Adapt and ensure the implementation of expenditure commitment procedures;
• Do donor's follow up and analyse the need for amendments, verify financial reports with the support of the Finance Manager and the Regional Support Services Coordinator;
• Ensure coordination with the project teams for the drawing up and monitoring of the budget and for compliance with expenditure commitment procedure and institutional donor requirements;
• Ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly;
• Introduce internal control procedures for the accounts, cash-flow and finances;
• Coordinate and oversee the monthly and yearly closing of accounts and balance sheet, inform the superior about it for its consolidation, with the aim that the statement reflects the financial reality of the mission. Ensure strict respect of deadlines;
• Ensure monthly accountancy closure and control with due quality and on due time;
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.

Responsibility 2: Give support in defining pay, social and training policies and oversees the implementation of Human Resources processes

Aim: equitable treatment of staff and efficient HR management in support of the programme

Activities:

• Supervise payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.) in order to ensure on time and accurate salary payments.
• Validate monthly payrolls, life and health insurance, social security contributions and taxes, bonuses and other contributions related to national and Camp Based staff in Thailand;
• Manage and follow-up expat related matters/ costs/ leaves/visas& work permits, etc; prepares Treasury Forecast for Expats;
• Plan and supervise, in close coordination with the Regional Support Services Coordinator, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required;
• Set-up and follow-up HR needs for Thailand project (opening position, validating position, recruitment process, salary positioning, contracting etc.);
• Develop capacity building Training Plan and follow-up its implementation;
• Ensure the administrative management of programme staff and manage direct staff' contracts (leave, end of trial period, etc.); if the need arises, co-validate disciplinary procedures with the Country Manager, Thailand and consult the Regional Support Services Coordinator;
• Follow-up and coordinate with national staff representation bodies.

Responsibility 3: Manages the mission’s support services teams

Aim: to develop the team’s autonomy and performance

Activities:

• Supervise and lead the programme's "support services" team, set objectives/ Individual Action Plans (IAP), conduct appraisals and assess direct reports;
• Oversee the team's career development: define training needs and provide guidance on professional development;
• Supervise development and implementation of HR, Administrative, financial, logistic and security procedures;
• Coordinate, finalize and submit support service reports to Regional office on monthly, quarterly etc basis (including human resources annual report, etc.);
• Act as a Focal point for all logistic, administration and human resources and financial issues with Regional Office and Head Quarter when needed.

Responsibility 4: Guarantees compliance with the programme's administrative and legal framework

Aim: to secure HI's presence from a legal standpoint

Activities:

• Guarantee the correct archiving of the organisation's documents;
• Ensure compliance with legal requirements (human resources, logistics, administrative, financial, etc.), calling on local expertise if required (lawyers, employment inspectors, etc.);
• Ensure the programme's equipment, vehicles and premises are correctly insured;
• Keep watch on NGO groups, take part in the activity of networks on legal and HR aspects;
• Ensure the monitoring of partnership, lease contracts, Memorandum of Understanding and their compliance with internal rules and donor obligations.

Responsibility 5: Monitor implementation of logistics/technical activities in the mission (construction and rehabilitation of HI premises, guesthouses, camps offices, stock and supply, transport, communications, vehicles and engines, equipment/installation and infrastructures, etc.). 

Aim: ongoing and optimal logistical management for the smooth-running of programme activities

Activities:

• Ensure the introduction of logistical procedures for general services, procurement, equipment, vehicle fleet and stocks, and
• carry out internal control of their implementation;
• Ensure controls are carried out on partners' logistics processes;
• Ensure technical reference for all logistics/technical issues in the mission and provides coaching to logistics staff.

Profile required:

• University degree in administration focus on financial and administration or related field.
• A minimum of three (3) years of intensive experiences working with NGOs/INGOs in the field of financial & budget system/management.
• A minimum of three (3) years of experience working with NGOs/INGIs related to human resources admin. , and team management.
• Knowledge and expertise in supporting Expatriate (international staff) on visa, work permit, needed information, etc.
• Knowledge on donors’ requirement, procedures and rules.
• Knowledge and skills on logistics & procedures.
• Knowledge and expertise in legal issue links to Thailand and Labor Law
• Skills on MS words, Excel, email, web searches and reporting, as well as using Financial & Logistics Software.
• Fluency in English language (written and spoken)

Other qualifications

• Strong interpersonal and communication skills.
• Well organized and ability to plan work accordingly.
• Strong analytical skills, ability to handle complex issues, working under pressure and multi-cultural context.
• Active listening, sense of negotiation, self-initiative, adaptation skills.

This position is opened for Thai & Non-Thai applicants.

Please send all applications (cover letter + CV + copy of ID card and /or passport & educational certificate) to  dbertrand@thailand-hi.org and admin.assistant@thailand-hi.org

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