International Planned Parenthood Federation    

Office and Administrative Manager (Ref: OAM1)

Office located in Vibhavadi Rangsit 44 Lane, Chatchuchak, Bangkok 10900

Competitive salary and dependent on proven ability

Join us to defend the sexual and reproductive health rights of all people

Empowering the most vulnerable women, men and young people in over 170 countries to access life-saving services and programmes and to live with dignity, the International Planned Parenthood Federation (IPPF) and its 30,000 staff, along with millions of volunteers, campaign for sexual and reproductive health rights (SRHR) and deliver education and services through 65,000 service points.

IPPF is a global service provider and a leading advocate of sexual and reproductive health and rights (SRHR) for all. We are a worldwide movement of national organisations working with and for communities and individuals.

Job Details

You will be a member of our shared services team and play a key role in supporting and helping us to shape and consolidate systems and structures, processes and policies within our Bangkok Hub in line with the global standards of the organisation.

Required

You are Thai nationality and must have a degree in a related subject or equivalent standard of education, with advanced experience working in project management or office management, preferably for international development or humanitarian organisations.

Good level of English language with excellent written communication and interpersonal skills are essential

Good analytical skills and the ability to take the initiative and work autonomously.

Excellent time management skills and the ability to work under pressure and to manage own load.

Sound budgeting and financial skills.

You have proven relationship-building skills with the ability to work collaboratively and effectively with both non-Thai and Thai staff, and with a wide variety of people and organisations.

You are supportive of a woman’s right to choose and to have access to safe abortion services. This is an occupational requirement of this post.

Please submit your CV and covering letter (in English) demonstrating your suitability for this post to: Valeethip Amnueilaph

Your CV and covering letter must be no more than four pages in total.

You must state the job title in the subject header of your email. Please also use this email address if you require further information or have any questions about this advertised post.

We will contact only the candidates that we have shortlisted.

Closing date:   09 November 2018   

Applications are particularly encouraged from candidates openly living with HIV.  IPPF is committed to equal opportunities and cultural diversity. Candidates from all sections of the community are welcome to apply.

JOB DESCRIPTION

1. JOB PURPOSE Describe why the job exists.    

The position of Office and Administration Manager ensures the provision of an effective office administration and facilities management. It sits on the Senior Management Team of the office.

The Shared Services Team in Bangkok office works with the Humanitarian team and Regional Office staff to support their administrative, financial and human resource needs. These teams consist of 15-20 staff with about 10 of these positions currently filled by expatriates. The position manages a small facilities team who assist with travel, presentations, meeting arrangements and supporting project teams by delivering a professional and effective administration service. They also ensure the maintenance of a secure and well-run Office building.

2. KEY TASKS Describe the main activities undertaken by the job holder. The list need not be exhaustive but should reflect the most important features of the job.

1. To provide leadership in administrative support and relationship building in dealings with the Thailand Government Ministries e.g. Ministry of Labour (MOL) and associated ministerial departments (Department for Labour Protection and Welfare) and other relevant bodies (in relation to work permits, visa applications, Memorandum of Understanding (MOU), annual submissions, social security, mobility, relocation and registration of staff.
2. To maintain effective administrative systems and structures to ensure timely documentation and retrieval of records/information and data as required. To develop and maintain records and data bases of all key stakeholder contacts at regional/ country levels.
3. To maintain effective relationships with external service providers to ensure value for money in relation to: setting up accounts, procurement, printing, insurance, and other services as required by the office.
4. To advise and coordinate logistical arrangements in line with policies and specific funding requirements (flight bookings, hotels, visas applications, transport arrangements).
5. To ensure that service standards and requirements to provide services to program teams are clearly documented and monitored.
6. To work with senior management team to plan future workload ensuring that deadlines and interdependencies are understood and to negotiate and prioritise as necessary.
7. To plan, schedule, allocate and prioritize workload to meet operating requirements of program teams, scheduling regular meetings with the heads of program units and other shared service staff as required, and coordinating with Operations staff at Central Office and in other offices as/ when required.
8. To schedule regular office and Senior Management meetings and ensure timely minute-taking of these.  
9.  To organise administrative services for workshops and conferences in Bangkok, providing an efficient service with clarity on service standards and costs for providing these
10. To maintain systems of external consultants that allows for rapid engagement and high-quality work whilst demonstrating robust and fair selection.  
11. To effectively use suppliers including selection, contract review, monitoring and quality review across a range of administrative functions (travel, hotels, publications, etc.) and in office services (supplies and equipment suppliers, maintenance providers, etc.).
12. To undertake in consultation with HR, staff assistance with recruitment processes and handling confidential information.
13. To be responsible for health and safety including travel security with regular reviews to ensure compliance or respond to new legislation/ regulations, ensuring that staff are appropriately trained and/or informed. Act as Safety Officer.
14. To contribute to the development of budgets and ensure the timely and efficient monitoring of expenditure.
15. To ensure maintenance of centralised records of all key contacts including partners and donors.
16. To ensure gender is effectively mainstreamed within the remit of the post and in line with IPPF’s Gender Equality Policy.
17. To build and maintain positive relationships with all members of staff, and our Member Associations and contacts outside the Federation.
18. To become familiar with the Federation’s Health and Safety Programme and Guidelines for using Visual Display Units. To do everything possible to ensure a healthy and safe working environment, including following instructions and guidance.
19. To undertake any other reasonable duties as may be requested from time to time                                                                                                                                                                                                         RESPONSIBILITIES                                                                                                                                                                                                     a) staff responsibilities carried out by the job holder. Direct line management of 2 staff initially                                                                                     Assess team members learning and development needs and ensure they are addressed.                                                                                                b) financial responsibilities carried out by the job holder - To monitor Office petty cash for daily usage such as pantry items, fruits and others for guests and visitors expenditure and maintain financial records.                                                                                                                                                     c) advisory responsibilities carried out by the job holder. The postholder advises Bangkok Hub staff on administrative processes and policies and works closely with Senior Management team colleagues on these areas.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  PERSON SPECIFICATION Describe the likely educational/training background of the job holder. 
    1. PROVEN ABILITY - Advanced experience of managing a centralised administrative function and office facility.
    2. Experience of working with expatriate teams is highly desirable.
    3. SKILLS - A degree in a related subject or equivalent standard of education, with advanced experience working in project management or office management for international development or humanitarian organisations.
    4. EDUCATION & QUALIFICATIONS

• Excellent communication and interpersonal skills. Tactful, diplomatic, level headed and flexible – remains calm and focused in challenging situations.
• Must be an effective team player working across teams and divisions and undertaking varied roles within the administrative team.
• Excellent time management and organisational skills required to prioritise workload and deal with conflicting priorities and challenging schedules.  
• Attention to detail is essential.
• Good level of spoken English is essential, and very good written English is required including experience of report writing, and drafting procedures and non-standard correspondence.
• Good financial/budgetary skills
• Excellent IT skills – Advanced Microsoft Word, Outlook (or equivalent) Excel, Internet, PowerPoint.
• Ability to take initiative and work independently.
• Effective problem-solving skills.                                                                                                                                                                                                                                    PERSONAL COMPETENCE
• Ability to maintain confidentiality.  
• Cultural sensitivity, including ability to work with colleagues from diverse backgrounds.