ThaiNGO

Job Title: PROGRAM SUPPORT ADMINISTRATIVE OFFICER

Location: BANGKOK, THAILAND

Background/IRC Summary: The IRC has a rich history of assisting refugees to apply for U.S. resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.

Based in Bangkok with three field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout East Asia seeking permanent resettlement in the United States. The RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.

Job Overview/Summary: The Program Support Administrative Officer (PSAO) provides general administrative support to and serves as the travel focal point for RSC staff and IRC visitors.  The PSAO will also support fellow Program Support team members by providing back-up support for case creation and scheduling, as well as interpreter scheduling as needed.

Major Responsibilities:

• Provide general administrative support to RSC staff, including assisting with ordering of office supplies, handling shipment of documents and files, supporting meeting setup and visitor agendas, coordinating with Admin/Operations colleagues, including Finance, HR, and Supply Chain, to facilitate the completion of internal documents, including obtaining the proper signatures and authorizations.
• Compile and share with staff the weekly Key Supervisor/Traveling Staff schedule.
• Serve as the travel focal point for RSC staff and visitors. Ensure international/domestic travel and accommodation is arranged in a timely manner according to approved travel requests and per IRC policy.
• Facilitate the preparation of travel requests for RSC staff as needed, and ensure proper authorization is obtained prior to travel booking.
• Coordinate with contracted travel agency and interpreter agency to complete required bookings and ensure they are completed in a timely and professional manner.
• Ensure all international flights comply with donor regulations, including the “Fly America” and “Open Skies” Acts.
• Submit RSC staff names for work-related travel to the US Embassy for security clearances in a timely manner when needed for travel.
• Assist in advising staff of necessary visa requirements based on travel destination and procuring visa support letters when necessary.  
• Ensure that document and package shipments are handled in a timely manner and per IRC policy.
• Review travel, shipping and interpreter invoices from vendors to ensure accuracy. Prepare and submit payment requests to Finance to facilitate timely payments.
• As needed, coordinate with Thai authorities to facilitate access for RSC staff to be able to perform their work duties.
• Offer backstop support to fellow Program Support staff as needed, including helping with case creation and scheduling; managing interpreter requests and ordering office supplies.
• Maintain the Program Support unit’s travel and administrative files ensuring that all relevant records are complete and accessible.
• Represent RSC positively and professionally in both internal and external relations and situations.
• Performs other duties as assigned by supervisor.

Key Working Relationships:

          Position Reports to: Program Support Manager

          Indirect Reporting: None

          Other Internal contacts: Admin/Operations staff

Job Requirements:

          Education: University Degree or equivalent combination of education and experience

         Work Experience: Minimum two years office administrative experience.

         Demonstrated Skills and Competencies:

• Solid organization skills with the ability to handle multiple tasks simultaneously and prioritize them effectively.
• Proven skills in basic office administration and interdepartmental communication.
• Excellent decision making, analytical and problem solving skills.
• Excellent computer skills, including thorough knowledge of Microsoft Office, including Word, Excel, Access and Outlook.
• Previous experience with an international company or NGO is preferred.
• Ability to work with minimum supervision and meet deadlines.

          Language Skills: Fluency in both English and Thai, oral and written, is required.

         Certificates or Licenses: Not required.

Working Environment: The position is located at the RSC office in Bangkok and is primarily office based.

The employee is required to adhere to “The IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

HOW TO APPLY:

Application letter and most recent CV in English stating qualifications and experience should be submitted to the IRC Human Resources Department at Thailand.HR@rescue.org

All applications will be treated confidentially and not returned. The IRC considers all applicants on the basis of merit without regard to race, national origin, religious beliefs, sexual orientation, age, marital status or physical or mental disability. The IRC is an equal opportunity employer.

Application Deadline: 20 April 2018