Administrative Officer

at Adam Smith International
Published July 2, 2024
Location Bangkok, Thailand
Category Administration  
Job Type Full Time  

Description

The Administrative Officer will be based in the Program’s Head Office in Bangkok and will report to the Senior Operations Manager and will work closely with ASI Assistant Manager, Travel and Events Coordinator and other P4I Head Office staff. This position will be responsible for providing administrative support making travel arrangements, including applying for visas, preparing travel requests, and creating claims reports among other administrative tasks. The position will also be responsible for assisting international team members obtaining and renewing their work permits and visas. This role is suited to someone who is well-organised, has experience providing administrative support to a team and is able to perform tasks with limited oversight.

This position is open to Thai nationals only.

The anticipated salary is 45,000 – 60,000 THB/month.

Responsibilities
The key responsibilities of the position include, but are not limited to:

Assist with operations, procurement, and financial activities in line with P4I Operations Manual.
Assisting with maintaining the P4I asset register.
Assist on partner and supplier due diligence.
Assist in the preparation for and assist with external and internal audits.
Assist with providing logistical support for P4I activities where required, including flights, accommodation, local transport, and provision of travelling allowances.
Lead on arranging visas, work permits and other government requirements for program staff. This includes working with the Finance Manager to collect all necessary documentation and liaising with external visa agents.
Providing general administrative support, including answering phone calls, responding to emails, arranging couriers and coordinating other assigned arrangements.
Ordering and managing regular office supplies. Assisting with maintaining the P4I asset and supplies register.
Assisting with local procurement for activity teams as required.
Assisting with special projects and events as needed including arranging venues, catering and security in line with DFAT procurement rules.
Assisting with other Operations team tasks and responsibilities when team members are on leave or travelling.

Selection Criteria

Must be a Thai national.
Minimum of 3 years’ work experience as an Administrative Officer
Completion of secondary education. A relevant university degree is preferred.
Experience in assisting with operational and logistics systems for businesses and/or donor-funded programs. Experience with Australian Aid funded projects / international development policies and procedures is desirable.
Experience managing an office, including managing calendars and maintaining office equipment.
Proficiency with Microsoft Office (Outlook, Word, Excel and SharePoint).
Outstanding organisational and time management skills with the ability to prioritise tasks and manage multiple projects simultaneously.
Excellent verbal and written communications skills, both Thai and English, with ability to interact with people at all levels of the organisation.

Interested applicants are requested to submit a CV and a short covering note in an email with subject “[Candidate Name] – Administrative Officer”

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