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JOB ANNOUNCEMENT Administrative Assistant – Mae Sot (temporary 3 months contract)

JOB ANNOUNCEMENT
Administrative Assistant – Mae Sot (temporary 3 months contract)

 

Date: 2nd June 2014

 

Première Urgence-Aide Médicale Internationale (PU-AMI) is an international non-governmental organization whose mandate is to bring a comprehensive response to the essential needs of populations suffering from humanitarian crises in emergencies until autonomy and dignity can be obtained.

Operational in 16 countries in Africa, Asia, the Middle East, the Caucasus and the Caribbean, PU-AMI works in the areas of food security, health, nutrition, rehabilitation of infrastructure, water and sanitation and economic recovery. PU-AMI is the result of the merger between two NGO’s: Première Urgence and Aide MédicaleInternationale in 2011.

PU-AMI in Thailand

PU-AMI has been working with the Burmese population since 1984, when they provided primary healthcare and medical training from their base in Manerplaw, Burma. When the population fled into Thailand, PU-AMI came along and continued its services in Thailand. Today, PU-AMI works in Mae La (ML), Umpiem (UP) and Nupoe (NP) Temporary Shelters in Tak province, building capacity of health workers and providing healthcare to an estimated 80,000 beneficiaries.

The WHO has defined health as a state of complete physical, mental, and social well being, not merely an absence of disease or infirmity. In accordance with this definition, PU-AMI’s medical programs integrate physical, as well as mental and social components in order to contribute to a state of improved well being of individuals, as well as the community as a whole. Its mandate is to contribute to autonomy, in which light PU-AMI invests and works toward durable solutions and community empowerment by building capacity and strengthening self-reliance wherever possible.

PU-AMI Thailand offers:

-clinical services and disease surveillance/control in the 3 camps

-health promotion and disease prevention in Maela camp

-vertical programs such as HIV/AIDS, TB, and Mental Health

-capacity building

PU-AMI has 3 offices in Thailand (Bangkok, Umphang and the main base in Mae Sot)

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PU-AMI is currently looking for:

 

Position:                                                Administrative Assistant (temporary 3 months)           

Under the authority of:                     Human Resources Supervisor

Supervises:                                           None

Working Location:                               Mae Sot

Working hours:                                    Office hours

Starting Date:                                       June 2014

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Main Objective

PU-AMI is looking to recruit a Administrative Assistant to support the Human Resources Supervisor and operate within the HR management (HRM) framework. The Administrative Assistant assures an appropriate quality of work within the HRM cycle. The Administrative Assistant is in charge of administrative issues for international staff and national staff at Mission level. The Administrative Assistant will be mostly in charge of the camp access authorization process.

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Specific Responsibilities

 

Administrative and legal framework

Prepare and follows-up the camp access authorizations process for the 3 camps (Mae La, Umpiem, Nupoe) and travel documents for patient referrals, camp staff travel for training and special activities.

Prepare and follow up ad hoc authorizations needed, as for pharmacy delivery to camps and specific logistic deliveries

Prepare and follow up authorizations for the staff camp passes (permanent camp pass and radio camp pass).

Prepare and send employment invitation letter to expatriates & international staff for processing non-immigrant visa before arrival to the mission.

Prepare the required documents for visa extensions application as well as for work permit applications and do the follow-up with concern authorities.

Follow up the 90 days notification with immigration of international staff, expatriates and their family.

Prepare and send the required documents for obtaining the Medicine Practitioner License for the medical doctor positions and make the follow up.

Update and send monthly PU-AMI staff list to Operations Centre for Displaced Persons (OCDP)/ Ministry of Interior.

Builds/maintains good relationship with the authorities (camps commandment, Province administration office, District office, etc.).

 

HR Support

Helps the HR supervisor to keep personal files up-to-date at all time.

Assist the HR supervisor for issuing staff cards for new base and community staff members.

Book tickets of transportation and arrange accommodation for PU-AMI staff according to travel request forms (TRF). Liaise with logistics team for trip organization from and to destination, as well as with base administrator for accommodation in case of movement to different base.

Transfer the booking information to the finance team for the payment and provide them the validated payment vouchers.

 

Translation and secretarial responsibilities

Secretarial responsibilities: reception, phone call, mails, appointments, meetings, archiving, photocopies, etc.

Written translation of any type of documents Thai to English and English to Thai (official letters incoming & outgoing, reports, minutes, trainings, etc…).

Update on monthly basis the contact information of PU-AMI Thailand mission and send it to all staff.

 

Reporting

Update administrative follow up of visa & work permit and send it to HR Supervisor & HR Manager once a month.

Update the authorization follow up and send it to HR Supervisor & HR Manager by the end of each week.

 

Others

Upon request

 

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Position Requirements

 

Background  /education

Certificate or diploma in business or HR Management or similar education 

 

Work Experience

Minimum 2 years relevant experience with demonstrated skills in HR administration

Languages

Thai native speaking. Must be proficient in English

 

Other skills and competencies

Computer skills, proficient in Office applications (word, excel, power point, MS Outlook, internet navigation.)

Must be highly organized, rigorous and diplomatic

Planning set up and follow up

 

Personal qualities

Flexibility, ability to work in a multi-cultural environment.

Good interpersonal  skills

 

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Applications must be sent to tha.recruitment@pu-ami.org  or PU-AMI 21/22-26 Mae Sot Mae Tao road, MAE SOT, Tak 63110

Deadline:  9th June 2014

Please note that only short-listed candidates will be notified for the interview process

 

Contact :

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ThaiNGO Team

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