ThaiNGO

Job Vacancy Announcement

Junior Office Administrator

Work location: Bangkok, Thailand

Application deadline: 21 October 2019

Job start: As soon as possible after candidate selection

Background:

Dreamlopments (DLP) is a non-profit development organization, registered in Thailand both as a Social Enterprise (2015) and a Foundation (2019). DLP is running two large projects of access to essential health care services for marginalized populations, i) the Migrant Fund (M-FUND), a low-cost, non-profit health insurance for migrants in Thailand, and ii) the C-FREE study of testing and treatment of HIV and viral hepatitis for people who use drugs in Thailand. The projects are supported by international donors, including the European Union through UNICEF (M-FUND), the French government Initiative 5% through Expertise France (M-FUND), USAID through FHI 360 (C-FREE), and the Global Fund through Raks Thai Foundation (C-FREE, M-FUND).

We are looking for an enthusiastic Junior Office Administrator (JOA) to assist in the management of DLP office administrative tasks.

Job overview:

The JOA assists in the management of the head office and organization administrative tasks, encompassing finance, human resources management, procurement, logistics, organization of meetings and travel, documentation and reporting. He/she reports mainly to the Office Manager (OM) and Finance Officer (FO) in Bangkok. He/she works in collaboration with, and supports and travels to, the project field offices.

Main tasks and responsibilities:

Accounting and finance

• Assists the OM and FO in processing payments for the organization.
• Assists in recording payments, projects spending, allocating them to donor budgets.
• Assists in keeping and organizing invoices, bills, payment receipts.
• Assists in the preparation of tax certificates, and submitting organization finance documents to the accounting partner.
• Assists the FO and OM in the preparation of financial audits.
• Assists the management team in the preparation of grant applications, including budgets.

Human Resources

• Assists in the process of recruitment of staff for the organization and projects.
• Apply for work permits and visas for staff who require it.
• Keep staff employment documentation (contracts, visa/work permits as applicable, leave)

Documentation

• Maintains all documents of the organization and its projects, in a highly-organized manner.
• Assists in preparation and filing of organization documents, policies and standard operating procedures (e.g. procurement policies, human resources policies, organizational chart).
• Maintain inventory and documentation of the organization equipment.
• Support the team to prepare presentations on the project.

Procurement, logistics

• Manages or assists procurement processes for the head office and as needed field offices and sites, getting quotations for purchases, selecting vendors, placing orders, paying and following delivery of project materials.

Travel and meetings

• Manages or assists in meetings preparation and organization with tasks ranging from preparing agenda, inviting participants, selecting meeting venue, coordinating travel bookings, preparing minutes.
• Coordinates travels (itinerary, hotel and flight bookings, visa applications when needed) for the staff and partners.

Other

• Work on other tasks, as directed by the Office Manager, Finance Officer, General Director of other senior staff of the organization.

Qualifications required:

This position is for Thai nationals only.

Education:

• Degree in Business Administration or related fields.

Experience:

• At least 2-year experience in positions of Administrator Assistant (or equivalent).
• Prior experience working with NGOs and donor-funded projects a strong plus.

Skills and competencies:

• Excellent organizational and planning skills.
• Excellent communication skills and strong interpersonal skills.
• Good command of English. Knowledge of Burmese or Cambodian language a plus.
• Able to handle multiple tasks and manage demanding schedules to deliver high quality results on time.
• Good proficiency in computer software, in particular Microsoft Office.
• Service minded, flexible approach to working hours.
• Interest in development and assistance projects, including for marginalized populations.

Working Environment: 

The position is based in Bangkok, but requires some travel to project sites in Tak, Sakeo and other provinces.

How to Apply: Please send a cover letter & up to date CV in English to: jobs@dreamlopments.com

Dreamlopments is an equal opportunity employer