VACANCY ANNOUNCEMENT

Urgently Required!

HelpAge International Asia Pacific Regional Office is currently seeking a qualified candidate to support our work in Asia Pacific region.

Position:                                              Administration Assistant

Work base:                               Asia Regional Office in Chiang Mai

Contract length:                         01 year (with possible extension)

Application closing date:                 06 May 2019

Starting date:                             As soon as possible

Salary scale:                              17,000 – 22,000 THB negotiable and depending on experience

Condition:                                  This position is opened for Thai nationals only

Job purpose:

The Administration Assistant has main responsibility to provide administration support for the smooth running of the Asia Pacific regional office covering travel administration, office management, front desk administration and secretarial duties.

Key Responsibilities:

To provide support in the following areas:

Travel Administration

-Responsible for handling a variety of travel itineraries and queries for HelpAge staff and visitors in the region

-Ensure best value bookings are made in line with the policy for cost effectiveness;

-Keep abreast of relevant travel developments and any associated requirements including relaying the information to all travellers and processing of multinational travel requests including flights schedules, accommodations, visa rules and regulations;

-Undertake reconciliation and management of all invoices and charges and resolving all relating queries regarding travel bookings;

-Maintain full records of all travel taken by employees following the set procedures.

-Support the Administration Officer and Regional HR and Administration Manager in the arrangement of workshop, meeting, seminars, etc. which may require accommodation, hotel bookings, transportation, etc.

Secretarial Duties

-Secretarial support to the Regional Director and Head of Programmes’s calendar, including internal and external meetings, external visits and international travel, travel accounts;

-Support the administrative work for Regional Programme Advisors as assigned;

-Responsible for updating staff contact list; intercom number, mobile number, email address, Skype ID, etc. in the regional office and country offices for regular distribution on monthly;

-Assist the Administration Officer and Regional HR and Administration Manager for relevant administrative duties such as the issuance of letter of sponsor, agreement, and translation when required;

-Responsible for updating office calendars;

Office Management

-Supervise a cleaner and ensure that she has a clear work standard requirements for the cleanliness and tidiness of the office that meet health and safety standards;

-Manage the procurement of office supplies and maintain proper stock for regular replenishment on timely manner e.g. office stationeries, cleaning materials, office subsistence such as drinking water, coffee, tea, etc.;

-As the first point of contact with the landlord for necessary arrangement related to lease agreement, renovation, utility bills, etc.;

Front Desk Administration

-Responsible for general outward and inward correspondence including incoming calls, mail dispatch, etc. and as the first point of contact for vendors and suppliers.

General

-Contribute to strengthening coordination and collaboration within teams and across all teams, maintain and ensure constructive communications build team morale within individual teams and within the whole organisation, contribute to a positive working environment;

-Be part of a multifunctional team that can assume tasks or responsibilities that are not necessary defined in this job description. This requires adaptability and high collaborative team spirit;

-Responsible for ensuring planning and coordination meetings are put in office and participants calendars.

Person Specification:

The post holder will require the following competencies, skills and experience:

• Thai national
• Experience organising international travel including flight/hotel booking, visa application (Desirable)
• Good command of English language
• Demonstrable experience(s) in Secretarial and/or administration
• Fast learning, multi-tasking, problem-solving, service-minded
• Able to make a decision and work independently
• Good computer literate in Outlook, Word, Excel, Power Point, Internet
• Good interpersonal and communication skills

• Experience working with travel agency is a plus
• Skills in maintaining and updating filing systems
• Touch typing skill
• Driving license

How to apply:

 Please submit your application document consists of:

• A covering letter
• An updated curriculum vitae (CV)
• Three referees, including your most recent employer
• Send by email to hr@helpageasia.org within 06 May 2019

HelpAge International is an equal opportunities employer.

With a view to minimising our administration costs we are unfortunately only able to contact again those candidates that have been shortlisted for interview.