Job: Logistics and Administrative Assistant – Service provider to support Strategic Business Support Leadership Meeting 

Location: Bangkok, Thailand

Service period: 8^th October – 8^th November 2018

Closing Date: 7^th October 2018

 

Project context

In past years Oxfam business support functions (HR, Finance, Logistics etc.) have held separate meetings, with the first meeting running in parallel with some overlap in FY 2017/2018. This year there is a joint meeting taking place whereby HR, Finance and Security teams (approximately 60 participants) are coming together to hold a joint meeting in Bangkok on 29^th, 30^th & 31^st October 2018, with additional Safeguarding Focal Point training continuing 1^st & 2^nd November 2018.

 

The ambition for this joint investment is to enable technical business support functions to look more holistically at business system planning, monitoring and learning processes that exist in Oxfam, and to provide a space for a culture of mutual accountability and solutions focussed practices to develop.

 

Member of Finance teams, HR teams, Security Coordinators and Safeguarding and Security Focal Points will be joining from across Oxfam in Asia country programmes, with participants also coming from EA HQs.

 

At a global level the One MIS and Country Operating Planning cycles have created an opportunity for business support to look at plans and investments together, and hope that this meeting will enable a more joined up approach to financial, human and workforce planning and management in line with ambitions to develop a safeguarding culture and deliver on Oxfam’s 10 point plan.

 

Summary of assignment

Administrative assistant will provide logistics and administrative support to the Strategic Business Support Leaders meeting and associated working group meetings and Safeguarding Focal Point training.

 

Scope of Work/ Key tasks

1. Support the planning and implementation of the above-mentioned meetings
2. Coordinate with meeting facilitators and participants regarding the meetings
3. Provide administrative and logistical supports for the smooth running of events. The tasks may include preparing invitation package, participant registration, event budget planning and payments, hotel arrangement and logistics, etc.
4. Provide other assistance to the facilitators as required
5. Be the key focal point and liaison between meeting participants, facilitators, the hotel banquet staff and Oxfam logistics and administrative team
6. Ensure documentation and compliance is clear and in line with expected Oxfam operating procedures and best practice

 

Expected Outputs

• Participants receive excellent ‘customer service’ to support their participation in the meetings
• Participant lists are clear and support safe and inclusive practices
• Meetings are well prepared, organized with timely coordination, and followed up.
• Expense claims and expense analysis is accurate with validated budget codes for ease of structure and monitoring compliance

 

Time commitment & work conditions

• 4 hours / day for two weeks starting on 8^th October 2018
• 8 hours /day for two weeks starting on 22^nd October to 5^th November 2018
• 4 hours / day from 5^th – 8^th November 2018
• a maximum of 20 days from 8^th October – 15^th November 2018
• Working hours: flexibility allowed and expected. May be required to work on Sunday 28^th October 2018

 

Line Manager

Helen Suwannawongse, Regional HR & OD Manager Asia                               

 

Essential skills and qualifications required

• Relevant experience in administrative work or show competence in required tasks
• Ability to communicate effectively in Thai and English
• Able to work independently; possess problem solving skills; good interpersonal skills

 

Payment

• 1,800 baht per day (the fee is inclusive of 3% withholding tax, meal and transportation within Bangkok. If Oxfam is required to withhold or deduct any amount on account of tax from a payment due to you, Oxfam will not be required to gross up that payment)
• Maximum amount to be paid = 1,800 baht x 20 working days = 36,000 baht
• Timesheet is required
• Payment will be made within 30 days after satisfactory delivery of the service and submission of timesheet and invoice.

 

How to apply

Interested candidates should submit a cover letter and CV to: Thailandmeeting@oxfam.org.uk 

Closing date for submission: 7th October 2018

Due to the urgency to fill this position, qualified candidate will be interviewed as soon as received.

Please indicate in the subject as “Logistics and Administrative Assistant_(Name of candidate)”

Supplier Service Agreement will be awarded to the selected candidate. Only shortlisted candidates will be notified.

If you would like to hear about the opportunity to provide logistics and administrative support for Oxfam’s future events, please indicate your consent in your cover letter that you agree for Oxfam to share your CV internally within the organization and contact you via email or telephone given in your CV for related opportunity.

This is not the recruitment of an Oxfam employee, it is an invitation for suppliers to deliver a logistics and administrative service.

Contact : Thailandmeeting@oxfam.org.uk / 02 248 1003 ext. 155

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