Position Description

 TITLE: Administrative Officer

REPORTS TO:  Director of Management

CONSULTS: None                                                                    

SUPERVISES: None      

SUMMARY OF JOB RESPONSIBILITIES

 The Asia Foundation’s Thailand Office is seeking qualified applicants for an Administrative Officer to assist in overall day-to-day office management including manage front office, supports office management, logistical support, visa and work permit support to country and regional expatriate staff, and program staff.  Specifically, Administrative Officer will perform duties and responsible for the following tasks:

• 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 the Director of Management to organize workshops and conferences;
• Assist expatriate staff in preparing and completing necessary paperwork for visa and work permit;
• Liaise with MOL and Immigration Office regarding expatriate visa and work permit;
• Assist the Director of Management in preparation of 6-month reports for MOL;
• Prepare and submit Social Security documents for employees;
• Provide back-up in making travel arrangements locally and internationally for Thailand staff and other field offices, as well as driver schedule for office use;
• Provide administrative and logistical support to program staff and consultants in their work on project activities;
• Procure 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;
• Ensure that office equipment is well-maintained and fully functional;
• Manage office petty cash;
• Provide Thai-English translation as required;
• Manage library and TAF publication;
• Perform other duties as assigned by the Director of Management, Country Representative, and senior staff.

QUALIFICATIONS:

• Fluency in speaking and writing 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. 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;
• Thai national

Please send a cover letter specifying the position to which you are applying with your resume by email to:  poonsook.pantitanonta@asiafoundation.org  by Friday, 1 November 2024. (Only short-listed candidates will be notified).