ThaiNGO

Vacancy Announcement
Post Title: Logistics and Administrative Officer
Location: Bangkok, THAILAND
Type of Contract: Fixed Term
Duration: 1 year with renewal
Project: Japan-ASEAN Integrated Fund (JAIF) project on disaster risk reduction (DRR) by
integrating climate change projection into risk assessment

Background
Established in 1998, the Institute for Global Environmental Strategies (IGES) is an independent think tank
and strategic policy research institute that contributes to sustainable development and environmental
preservation. The Institute’s mission is to achieve a new paradigm for civilization and conduct innovative
policy development and strategic research for environmental measures, reflecting the results of research
into political decisions for realising sustainable development both in the Asia-Pacific region and globally.
IGES works closely with national governments, local authorities, international organisations, research
institutes, businesses, NGOs and local communities on various critical environmental issues including
climate change mitigation and adaptation, forest and biodiversity conservation, water resource
management, sustainable consumption and production, waste management, integrated policies for
sustainable societies and sustainable cities.
Based in Hayama, Japan, the Institute has a special focus on the Asia-Pacific region, with offices in
Bangkok, Beijing, Kansai, Kitakyushu, New Delhi and Tokyo.

Statement of Intent
IGES Bangkok Regional Centre (BRC)1 is currently seeking a qualified candidate for the position of
Logistics and Administrative Officer for the ASEAN Project on disaster risk reduction (DRR) by integrating
climate change projection into risk assessment supported by Japan-ASEAN Integrated Fund (JAIF). The
Logistics and Administrative Officer will be expected to provide support and assistance to ensure smooth
and timely operation of the planned activities by working closely with the project management team,
project committee and government counterparts of various agencies namely disaster management,
natural resources and environment, agriculture and livelihoods, and construction departments.
The project aims to support/improve the DRR systems in the region; and contribute to the enhancement
of disaster risk reduction and climate change adaptation of the peoples and communities in ASEAN.
Activities will be implemented in the region with specific pilot projects and exchange/case visits to
selected flood and landslide sites, intended to showcase the integration of climate change considerations
into DRR.

Read more about the previous project https://www.drrandcca.com/

Duties and Responsibilities

S/he will work under the guidance and supervision of the Programme Manager, who will provide general guidance and work plans for identifying work priorities and appropriate approaches.

• Provide procurement, logistical and administrative support for project activities and events, including field surveys, exchange/study visits for ASEAN government counterparts, regional seminars and national workshops;
• Initiate procurement procedures for the project, as necessary;
• Lead travel and logistical arrangements for government counterparts and team members including travel and hotel reservations, preparation of travel authorizations, processing request for visas, daily subsistence allowance (DSA) calculation, as necessary;
• Facilitate necessary travel documents including advance financial request, invitation letters for the project team and participants;
• Provide administrative support to contract management processes; maintain databases and roster of suppliers;
• Review, verify and record all receipts/invoices are correctly filed and are eligible for accountancy;
• Monitor, update and prepare monthly expenditure report;
• Carry out any other related duties as may be assigned.

Qualifications and Experience

Requirements

• Thai national, with a minimum of 4 years’ experience in contract management and/or contract administration, procurement, project/programme management support;
• A minimum of a Bachelor’s degree in procurement management, business administration, accounting/financial management, development or related fields;
• Knowledge of project/programme management and procurement cycle with emphasis on result-based planning, budgeting and accounting;
• Strong computer skills especially in word-processing and spreadsheets;
• Good advocacy, communication and negotiation skills and ability to work as a team member;
• Excellent English proficiency in oral and written communication.

Desirables

• Self-motivated, demonstrate ability to plan and organize work and time independently;
• Ability to perform work of confidential nature and handle a large volume of work with frequent deadlines;
• Strong networking capacity and understanding of development work at local and regional scales;
• Skilled at dealing with high-level government officials and organizational representatives;
• Familiarity with the context of disaster risk reduction, adaptation in the ASEAN region;
• Experience with international organization, working with ASEAN would be an asset;
• Practical experience working in multi-cultural environment and team.

Terms of Employment

The term of this position is initially offered for one year with possible extension subject to fund availability. A probationary period of 3 months at the beginning of the term of employment will be considered.

Compensation

Salary will conform to the IGES Regional Centre’s payment system. Relevant work experience and professional skills will be taken into account. Income tax withholding and other requirements will be compiled with under Thai labour laws.

Working Conditions

Annual paid leave and other holidays will conform to the practice in Thailand and in accordance with the relevant rules observed at IGES Regional Centre under Thai labour laws.

How to Apply

Interested and qualified applicants are encouraged to submit the following to:

regionalcentre-HR@iges.or.jp CC keaokiriya@iges.or.jp

• Letter of Motivation explaining why you are interested in the position
• Detailed curriculum vitae indicating previous positions, current and expected salary
• Three professional referees

Female candidates are encouraged to apply. Only shortlisted applicants will be notified for written test and/or interview

Additional Information

• This position is open for Thai national only
• This post is Bangkok-based, with frequent international travels to South East Asian countries
• Willingness and availability to travel periodically under sometimes adverse conditions.