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Administration Assistant

VACANCY ANNOUNCEMENT

 

HelpAge International Asia Pacific Regional Office is currently seeking a qualified candidate to support our work in Asia Pacific region.

 

Position:                                   Administration Assistant

Work base:                               Asia Regional Office in Chiang Mai

Contract length:                       Two years (with possible extension)

Application closing date:         15 January 2018

Starting date:                           As soon as possible

Salary scale:                            17,000 – 20,000 THB depending on experience

Condition:                                 This position is opened for Thai nationals only

 

Job purpose:

The Administration Assistant reports to the Regional HR and Administration Officer with main responsibility to provide effective and efficient administration support for the smooth running of the Asia Pacific regional office covering travel administration, office management, front desk administration and secretarial duties.

 

Key responsibilities:

To provide support in the following area;

 

Secretarial Duties

- Assist the Regional HR and Administration Officer and Regional HR and Administration Manager for relevant administrative duties such as the issuance of letter of sponsor, agreement, and translation when require

- Responsible for updating staff contact list; intercom number, mobile number, email address, Skype ID, etc. in the regional office and country offices for regular distribution on month

- Responsible for updating office calendars

- Secretarial support to the Regional Director and Head of Programmes’s calendar, including internal and external meetings, external visits and international travel

- Support the administrative work for the Head of Programmes and Regional Programme Advisors as assigned

 

Travel Administration

- Responsible for handling a variety of travel itineraries and queries for HelpAge International staff and visitors in the region

- Ensure best value bookings are made in line with the policy for cost effectiveness

- Keep abreast of relevant travel developments and any associated requirements including relaying the information to all travellers and processing of multinational travel requests including flights schedules, accommodations, visas rule and regulations

- Undertake reconciliation and management of all invoices and charges and resolving all relating queries regarding travel bookings

- Maintain full records of all travel taken by employees following the set procedures

- Support the HR & Administration Officer for the arrangement of workshop, meeting, seminars, etc. which may require accommodation, hotel booking, transportation, etc.

 

Office Management

- Supervise the part-time cleaner and ensure that s/he has a clear work standard requirements for the cleanliness and tidiness of the office that meet health and safety standards

- Responsible for managing supply of office stationeries, cleaning materials and office subsistence such as drinking water, coffee, tea, etc. and manage proper record and filing system for payment processes

- Manage the procurement of office supplies including stationeries, cleaning supplies materials, drinking water, coffee, tea, etc. and maintain proper stock and inventory list for regular replenishment on timely manner

- As the first point of contact with the landlord for necessary arrangement related to lease agreement, renovation, utility bills, etc.

 

Front Desk Administration

- Responsible for general outward and inward correspondence including incoming calls, mail dispatch, etc. and as the first point of contact for vendors and suppliers

 

General

- Contribute to strengthen coordination and collaboration within teams and across all teams, maintain and ensure constructive communications build team morale within individual teams and within the whole organisation, contribute to a positive working environment

- Be part of a multifunctional team that can assume tasks or responsibilities that are not necessary defined in this job description. This requires adaptability and high collaborative team spirit

 

Essential skills, knowledge and experience:

Experience:

1-2 years experiences in Secretarial and/or administration (E)

 

Knowledge/skills:

Good command of English language (E)

Computer literate in Word, Excel, Power Point, Internet (E)

Skills in maintaining and updating filing systems (E)

Good interpersonal and communication skills (E)

Experience organising international travel (E)

Driving license (D)

 

How to apply:

- Please submit your application document consists of:

          1) A covering letter outlining your suitability for the role that should not be more than 1 page of A4 size

          2) An updated curriculum vitae (CV), maximum 3 pages of A4 size

          3) Three referees, including your most recent employer

- Please put the covering letter and CV in one file and send by email to hr@helpageasia.org before the closing date of 15 January 2018

 

HelpAge International is an equal opportunities employer.

With a view to minimising our administration costs we are unfortunately only able to contact again those candidates that have been shortlisted for interview.

 

Contact : hr@helpageasia.org

About Us

เว็บไทยเอ็นจีโอ สนับสนุนการใช้สัญญาอนุญาตครีเอทีฟคอมมอนส์และเผยแพร่แนวคิดวัฒนธรรมเสรี เนื้อหาในเว็บไซต์ไทยเอ็นจีโอดอทโออาจี ท่านสามารถเอาไปใช้งานได้เลยโดยไม่ต้องขออนุญาต เพียงท่านระบุที่มาและห้ามทำการค้า

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Phone : 02-3144112-3, 02-3183959

Fax : 02-7181850

E-mail : webmaster@thaingo.org

website : www.thaingo.org

ThaiNGO Team

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Email : webmaster@thaingo.org