JOB DESCRIPTION. Indirect Reports: Organisational Background:

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1 JOB DESCRIPTION Job Title: Department: Reports To: Direct Reports: Indirect Reports: Administrative Officer Finance Country Finance Manager none none Organisational Background: Malaria Consortium is one of the world's leading non-profit organisations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organisation works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity. Country and Project Background: The Asia Regional Office in Bangkok also serves as Country Office for Thailand and supports and supervises the field Office in Chiang Mai as well as our offices in Cambodia and Myanmar and activities across the Greater Mekong Subregion. This position attracts a local national package and Malaria Consortium is not supporting work permits for this position. Job Purpose: The Administrative Officer will responsible for Administration, IT support, Human Resource and Finance support to the Asia Regional Office in Bangkok. The Administrative Officer will use 10% of their working time to act as Focal point for Safety and Security in the Bangkok office and assist the APD in overseeing the safety and security system in Asia. The Administrative Officer objectives will be to achieve timely and accurate reporting and, provide seamless operational support to the office in Asia. He/she is expected to provide motivational support to the administration, human resource and finance staff in the country and field offices, helping them to achieve their objectives. Key Accountabilities: Administration 1. Ensure smooth running of the Malaria Consortium Asia Office Last updated 21/04/2014 1

2 1.1. Generally ensure smooth running of the office, manage and monitor office facilities and assigned support services to ensure their effective and efficient operation as well as maintenance; its safety, supplies and services In charge of all service & maintenance contracts Monitor and manage office supplies, like stationery and other consumables Custody of all office assets, their safety, insurance, tracking movements, regular updates of the Asset register and spot check Ensure that all office facilities & equipment are functional all the time and be in charge of arranging any repairs, replacements & maintenance Maintain office security as necessary. 2. Participate and update in the development and establishment of office registration, policies, procedures and guidelines Office registration and reporting requirements under Thai Law Office policy & procedures manual development Other policies and procedures as required by institutional partners and regulatory authorities. 3. Ensure procurement procedures and authorization procedures are followed. 3.1 Prepare Purchase Request, Purchase Order and Invoice Authorization Form. 3.2 Sort incoming supplier quotations, invoices and payment requests. 3.3 Code invoices and obtain authorization for payment. 3.4 Filing all invoices, payments and receipts. 4. Coordinate arrangements for meetings, visits, workshops and conferences, related to projects Tracking workshop funds and budget Travel and accommodation arrangements Organise and facilitate all meeting, visits, workshops and conferences events. 5. Be in charge of all flight bookings and travel arrangements for Malaria Consortium Asia office staff, advisors and consultants; both in-country and international. 6. Be in charge of all visas, work permit and other government requirement for Malaria Consortium Asia office staff and families, advisors and consultants. 7. In conjunction with Asia Programmes Director, determine and communicate the office shutdown period each year and provide back up to those staff continuing to work during these shutdowns and after working hours. 8. Line-manage and supervise the administrative assistant including monitoring performance and activities. 9. Oversee and support the administrative function of the Malaria Consortium activities in the region. 10. Provide administrative assistance to senior management staff. 11. And other administrative task as assigned. Last updated 21/04/2014 2

3 IT 1. Provide support in setting up equipment for new staff and arrange proper formatting of equipment. 2. Ensure that IT back up service is available to all staff in Thailand. 3. Liaise with IT Department of Mahidol University. Human Resources 1. Participate and update of the personal HR policies, guidelines and manuals HR policy & procedures manual development Other HR policies and procedures as required by Labour Law in Thailand. 2. Maintain, complete, orderly and accurate filing for electronic and hard copy documents relating to all employment matters such as employee database, timesheet and others. 3. Assist with recruitment of new staff and organization of orientation 4. Coordinate and prepare the necessary documentation and meetings for the probation and annual appraisals and give timely reminders to the respective staffs and their supervisors. 5. Oversee the personnel welfare in line with requirements in terms of travel insurance, medical insurance, workman s compensation as well as staff health & safety arrangements Follow up with service providers to ensure delivery of terms and make necessary reports Annual update & review of staff records and service contracts Update the staff movement and report to the insurance company. 6. Other HR tasks as assigned. Finance & Accounting 1. Petty Cash Maintain petty cash Prepare monthly petty cash reports and reconcile Filing all receipts from petty cash 2. Make payments to suppliers and service contractors 3. Travel and activity advances 3.1 Prepare travel and activity advance for staffs, advisors and consultants. 4. Liaise with head office, internal & external auditors, bank and other suppliers. 5. Other occasional tasks as required by the Regional Finance Manager/Chief Financial Controller Safety and Security 1. Update the local safety and security plan for Thailand and Bangkok on an ongoing basis. 2. Ensure that all visitors to the Bangkok office receive a safety and security briefing 3. Collect incident reports from staff in Bangkok and bring them to the attention of the Asia programmes Director. 4. Update Emergency Contact card for Bangkok. 5. Support the Asia programmes Director in Last updated 21/04/2014 3

4 Providing feedback on Local Security Plans Maintain a Document Database for safety and security documents Update regional contact list on an on-going basis Facilitate the approval of Local and country Safety plans Information sharing on safety and security PERSON SPECIFICATION Qualifications and Experience: Essential: THAI NATIONALITY ONLY At least Bachelors degree in any field Minimum of 5 year experience, with at least 3 years in office administration Work Based Skills and Competencies: Essential: Fluency in speaking, reading and writing Thai Ability to multi-task and meet deadlines required Be organized, proactive, committed and service minded Ability to prioritise workload, use initiative and work independently Excellent computer skills with high proficiency in Microsoft excel Desirable: Experience in organizing meetings and other events OTHER KEY INFORMATION Length of contract: Location: Travel involved: One year contract with possibility to renew Bangkok as required Closing date for advert: The application deadline is May 30, 2014 Last updated 21/04/2014 4

5 How to apply: Interested candidates are requested to submit cover letter, CV and quote the position to Malaria Consortium Asia, Faculty of Tropical Medicine, Mahidol University, 420/6 Rajavidhi Road, Rajjathewi District, Bangkok Thailand, Last updated 21/04/2014 5