THE ASIA FOUNDATION

 POSITION DESCRIPTION 

TITLE : Administrative Assistant
UNIT : Thailand Office
REPORTS TO : Administrative Officer
SUPERVISES : N/A

SUMMARY OF JOB RESPONSIBILITIES

Manage front office, supports office management, logistical support for program and administrative staff.

RELATIONSHIPS

INTERNAL:

Extensive interaction with Regional and Country program staff as well as Finance and Administrative staff.

EXTERNAL:

Periodic contact with government agencies and officials, non-governmental organizations (NGOs), and other local partners as required;

Periodic contact with support staff in the home office.

JOB FUNCTIONS

• Manage front office, including incoming and outgoing communications, receiving and directing telephone calls, and receiving and guiding guests;
• Sort and distribute incoming post and organize and send outgoing post;
• Assist Program and Management teams to organize workshops and conferences both at country and regional level;
• Provide logistical support for Luce Scholars Program as assigned by the Director of Management;
• Maintain shared Thailand calendar on OneTAF;
• Provide back-up for Administrative Officer in making travel arrangements for Thailand staff and other field offices;
• Provide administrative and logistical support to program staff and consultants in their work on project activities;
• Assist Administrative Officer in the procurement process for program activities, office supplies and equipment to maintain regular stock and meet special procurement requests, ensuring that delivery coincides with storage and distribution capabilities of office, create and maintain inventory system of office supplies and equipment and system for ordering and issuing supplies;
• Provide Thai-English translation as required; 
• Attend meetings and take minutes as required;
• Perform other duties as assigned by the Director of Management, Country Representative, and senior staff.

REQUIREMENTS

• BA in related field
• Fluency in English and Thai
• Strong organizational and administrative skills
• Knowledgeable in using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, and Access, to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Thai national

CHARACTERISTICS

• Detail-oriented, ability to multi-task and manage time well
• Strong customer service and interpersonal communication skills
• Team player and quick learner who focuses on high productivity and results
• Professional, friendly, and enthusiastic personality
• Self starter with a proactive attitude who can anticipate needs

APPLICATION PROCESS

Please send a cover letter outlining your qualifications and experience along with your resume or CV by email to poonsook.pantitanonta@asiafoundation.org by Sep 23, 2024. Please include ‘Position: Administrative Assistant in the email's subject title.

(Only short-listed candidates will be notified.)