Department:                  Administration         

Position:                       Administration Officer

Contract duration:          1 year

Location:                      Pattani

Background on ACTED:

ACTED (Agency for Technical Cooperation and Development) is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to principles of non-discrimination and transparency.

ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future; thus contributing to the Millennium Development Goals (MDGs). The programs implemented by ACTED in 30 countries in Africa, Asia, the Middle East, Latin America and the Caribbean seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. 

ACTED Thailand is growing and we look forward to having fresh ideas and new talents in the organization. You have set high ambitions for yourself? You want to excel in your area of expertise? You want to be valued for your ability to deliver results in a fast-paced organization? You look for an extra dimension and want to have social impact? You may be the one we are looking for! By joining ACTED, you will be joining more than 4,000 motivated people around the globe who are proud to be working to assist vulnerable populations in building a better future.    

Project Overview:

The project will promote inter-communal collaboration, mutual understanding and positive engagement between Pattani-Malay and Thai Buddhists, while improving economic opportunities for vulnerable youth in Pattani Province, Thailand. This will be achieved by addressing key conflict drivers, including the lack of economic opportunities for youth, the lack of trust among local populations in government institutions, particularly educational, and growing patterns of prejudice between Pattani-Malay and Thai Buddhist communities.

Specifically, the project will bring Pattani-Malay and Thai Buddhist youth together to participate in culturally sensitive and relevant vocational training and collaborative small enterprise development training, which will be developed collaboratively by local stakeholders, such as CSOs, Government authorities (OVEC), businesses and vocational training colleges. Social cohesion between youth and potential employers will be further promoted through internship opportunities (i.e. Pattani-Malay youth interning at Thai Buddhist business, and vice versa) to improve the employability and skill development of VT graduates.

Job Description:

1. HR and Administration:

• Prepare all administrative documents such as letters, internal notes, regulation etc;
• Prepare, check and control staff presence and leave follow-up table and send on a monthly basis to Bangkok
• Liaise with the local governments and partners incl. preparation of letters, reports, etc.;
• Arrange travel and accommodation, incl. providing travel advice to visitors;
• Assist with the preparation of meeting agendas, presentations, project filing, photocopying, etc.;
• Coordinate arrangements for meetings, visits, workshops and conferences;
• Serve as the focal point for handling relationship with the office landlord;
• Translate letters into Thai upon needs or requests.

2. Logistics:

• Procure supplies and services for the Pattani field office in case these supplies and services cannot be procured locally;
• Prepare Logistics TITANIC for the field office;
• Manage the in-office stock of stationary and office supplies;
• Prepare order forms and purchase orders when required;
• Sort incoming supplier quotations, invoices and payment requests;
• Coordinate for courier services to send and receive documents;

3. Financial:

• Take responsibility for the safe custody of petty cash and supporting documents;
• Make payment for all items and services which have been approved by the Country Finance Manager and Country Director;
• Prepare and inspect daily petty cash disbursement documents and maintain a record of all related documents and necessary reimbursements - generate vouchers for all payments made and register them in Excel cashbook on daily basis;
• Prepare and keep accurate accounts and records of all bookkeeping records, assisting in the preparation and maintenance of journal entries, etc. for recording all income and expenditure;
• Ensure cash reconciliation between the cashbook and the safe;
• Preparation of the excel accounting for importation in the SAGA accounting software;
• Ensure the clearance of all advances at the end of each week;
• Maintain accurate filing of electronic and hard copies.

Required Qualification and Experience:

• Bachelor’s degree;
• A minimum of 3-year relevant working experience in a similar position within a national or international NGO or CBO;
• Excellent computer skills (windows, Word, Excel, e-mail);
• Good level of verbal and written communication in English;
• Excellent influencing and communication skills;
• Ability to organize own work to meet deadline;
• Accuracy and attention to detail;
• Adaptable to change and capacity to work under pressure;
• Discretion in handling confidential issues;
• High level of Integrity;
• Proactive and enthusiastic;
• Excellent work ethic

Applications in the English language , including  i) a resume of not more than 3 pages; ii) a cover letter expressing the motivation to work with an NGO and addressing each of the required qualifications with vivid examples; iii) Copy of the university degree and iv)Contact details of 3 references should be submitted by e-mail

Deadline 31 January 2019