ThaiNGO

JOB TITLE:   HR and Logistics/Admin Officer – Phang_Nga

TEAM/PROGRAMME: Support Services LOCATION: Phang_Nga

Type of Contract: Fixed Term 

CHILD SAFEGUARDING: (select only one)

(This section explains the level and type of contact the post holder may have with children.  These levels are determined in accordance with our Save the Children Child Safeguarding Policy.  Select the level applicable to the post and delete the levels that are not relevant to the post holder).  Please check with HR for further clarification

Level 2 – No CRB check is required as you will not have contact with children or young people .

ROLE PURPOSE:

The HR and Logistics/Admin Assistant will manage and co-ordinate the day-to-day functions of the Projects in Phang_Nga Office. S/he will  provide administrative and support systems and service providers to facilitate the smooth operations of the Projects. 

Reporting to the Phang_Nga Senior Field Coordinator, responsible for procuring goods (e.g. office supplies, computers, text books, NFI) and event management (e.g. meetings, trainings).

SCOPE OF ROLE:

Reports to: Phang_Nga Sr. Field Coordinator, with dotted line management by the Bangkok-based Logistics/Admin Manager

Staff reporting to this post:  None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY:

1. Logistic and Fleet Management

• Focal point person for procurement procedures starting from tangible goods; receives all Procurement Requests (PRs) and regularly maintains and distributes a Procurement Tracker in Phang_Nga office;
• Regular contact with suppliers to good service delivery and value for money;.
• Regular fleet maintenance, including processing insurance claims;
• Support and coaching the driver for regular log book and fuel records, daily vehicle checklist, and maintaining emergency kit checklist.

2. Administrative and Support Systems

• Ensure the regular collection and dissemination of mailing and courier services as well as co-ordinating courier services between the Phang_Nga office and Bangkok offices;
• Ensure a professional image of Save the Children is portrayed as the first point of contact for all visitors to the office and all callers by providing an efficient, effective and courteous reception to welcome guests and visitors to the regional office;
• Answer telephone calls, exchange information, take messages for members of the team and redirect calls where team members are away to ensure effective communications in the provincial team;
• Ensure the timely and accurate booking of flights, hotels and transport as requested by team members;

3. Equipment and Premises

• Provide support to record all Assets and General Programming Equipment (GPE) on the correct register databases;
• Maintain the premises, furniture, fittings and all shared equipment in a fully functioning state and replaced as necessary;
• Maintain and update Phang_Nga records, coordinating with the Bangkok office;
• Ensure the office is well stocked with necessary supplies, including safety equipment;
• Ensure the office premises are well equipped, fully functioning and fit for purpose, liaising with the Bangkok office as appropriate.

4. Communications and Information

• Day-to-day administration of shared electronic and paper files to ensure straightforward access to information;
• Brief all visitors on safety and security guidelines;
• Maintain and update a shared and electronic Phang Nga Office Travel and Meeting Calendar

5. IT

• Assist in a day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants, as delegated by Phang Nga Sr. Field Coordinator.

6. HR work

• Maintain, compile and update all staff lists, directories, organisational charts/ organogram, and information sheets, ensuring that relevant information is shared timely;
• Prepare and provide some documentations relevant national staff leavers/joiners ;
• Medical claim review, tracking, and monthly reporting to HR in Bangkok;
• Management of leave records for all Phang Nga staff;
• Coordinate with HR Officer on HR issues

SKILLS AND BEHAVIOURS

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS 

• Thai Nationality
• Good spoken and written communication skills.
• Excellent organisational and planning skills, and a track record of consistently delivering on time.
• The ability to speak, read and write in Thai and English as working languages.
• The ability to manage several concurrent tasks and to meet deadlines.
• Ability to work in a team.
• High level of diplomacy and tact in dealing with a wide range of people.
• Commitment to Save the Children’s mission and values.

EXPERIENCE AND SKILLS

• Previous experience in an administrative role
• Experience with computer applications (Microsoft Office, internet) and ability to troubleshoot network, desktop/laptop and telecommunications issues.

Equal Opportunities

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Health and Safety

The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Close date for submissions: 13 June 2017

Submissions should be addressed to: hr.thailand@savethechildren.org

Please indicate in the subject as “Apply HR and Logistics/Admin Officer – Phang_Nga _(Name of candidate)”

Only shortlisted candidates will be notified.

“We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.”