ThaiNGO

Position Summary

The ​Program Officer (Administration) (POA)​ is responsible for providing timely and accurate administration support to all staff at the office. The POA plays an important role in coordinating the day-to-day needs of an office including the provision of support, coordination of administration and logistics of the project and assist with disbursement schedules of partners. The incumbent will be expected to advise on administrative matters to senior management, work effectively with staff at operation level within the organisation to represent the needs of country partners and ensure that high standards of quality are delivered at all stages of the project cycle. This position report to Finance and Admin Manager. May be expected to work additionally outside of normal working hours at certain peak times during the year. This is a one-year full-time position, based at APTN’s office in Bangkok.

Main duties and responsibilities:

●  Work effectively to provide support to key activities as directed by APTN Managers.

●  Assist the Finance and Administration Manager with the development and improvement of

administrative systems to facilitate the effective management of collaborative programmes.

●  Proofread reports, project operation manual, materials and other documents as required by

colleagues.

●  Assist the APTN Managers with preparations for routine quality assurance visits to

implementation sites, briefing programme staff and assisting with travel arrangements as

required.

●  Shadow other team members and provide cover for specified tasks in their absence.

●  Manage disbursement for meeting and workshops, including filing of supporting documents for

expenses and claims

●  Making staff and program advances, subsequently follow-up and receive all cash returns on staff

advances and deposit to the bank

●  Store program meeting minutes and grant records

●  Answer queries by employees and partners

●  Maintain an organisation calendar (programme) and schedule appointments

●  Arranging meetings, providing support to APTN operations team, producing reports and taking

minutes.

●  Schedule internal and external events

●  Book meeting rooms as required

●  Distribute and store correspondence (e.g. letters, emails and packages)

●  Prepare reports and presentations with statistical data, as assigned

●  Arrange travel and accommodations

●  Request, collate and check documentation relating to collaborative programmes including

programme structures, project operation manual and programme monitoring reports.

●  Distribute key documents and resources to country partners including meeting minutes, site visit

agenda/ updates and certificates.

●  Take minutes of meetings such as team meetings, site visit meetings, and/ or conference

meetings.

●  Assist in updating and maintaining the APTN databases as required.

●  Support the Executive Director and Programmes team on Annual Report

Staff work permit

● Support the application of visas and work permits of non-Thai staff are updated and addressed on time.

Qualifications

●  Excellent written and verbal communication skills in written and spoken English a​ nd​ Thai are

required.

●  Thai Nationals only or individual who are bilingual in spoken and written Thai and English

●  Diploma in management, business administration or equivalent

●  Minimum 3 - 5 years of relevant experience in the area as an Administrative/ Programme Officer,

Administrator or similar role

●  Experience with office management software like MS Office, MS Excel and MS Word, specifically

●  Strong organization skills with a problem-solving attitude

●  Ability to handle multiple and competing priorities

●  Familiarity with international NGO principles and practices

●  Professional and courteous

●  Experience in working in an international environment is an advantag

●  APTN working language is English. Solid knowledge of office procedures

●  Attention to detail

How to Apply

If you have the passion and interest in joining our team, please submit a CV and a cover letter (including expected monthly salary in THB) and send to apply@​ weareaptn.org.​ Please indicate “Application: Program Officer (Administration)”​ in the subject of email by​ 14 July 2019.​

The completeness and relevance of your application will determine whether or not you are called for an interview. Where there may be a large number of applicants meet the essential and desirable requirements, only applicants who most strongly meet the requirements will be selected for interview. Shortlisted candidates will undergo an oral interview and an assigned test.

Transgender Persons from Asia and the Pacific are highly encouraged to apply.