Administrative Officer

Purpose
The Administrative Officer provides support to the Bangkok office in HR/ Administration Unit and coordinates with Field Administrator based in different field sites; Mae Sot, Mae Hong Son, Kanchanaburi, Chiang Mai and Myanmar.

Job Responsibilities, Duties & Tasks
Administration:
• Assist with database processing including database entry, database updating, database compilation and help to communicate information from HR & Admin Team to TBC staff.
• Assist front-office reception services, including telephone exchange and recording postal correspondence.
• Assist with delivery and receipt of goods and correspondence (e.g. dealing with mail & courier services).
• Assist with travel, accommodation and logistical arrangements for staff and visitors (e.g. arranging bookings, tickets, taxis, etc.)
• Provide secretarial support as required (e.g. typing narrative reports, data entry, scanning and copying)
• Assist in logistics and food preparation for meetings, trainings, and workshops.
• Update, maintain and consolidate TBC employees’ leave record.
• Maintain office equipment and facilities in good working condition and keep the record for Fixed Assets Register/Inventory Record.
• Assist the purchase and monitoring of office supplies following TBC procurement procedures (e.g. collecting quotes).
• Arrange for stocks (e.g. stationery and office supplies) to be replenished and equipment (e.g. air conditioning units and phones) to be repaired where necessary.
• Assist with bill payments following the TBC Staff Policy Manual (e.g. checking receipts and paying bills).
Government liaison:
• Support visa and work permit application process for international staff and their dependences.
• Coordinate with Ministry of Interior and TBC’s field office to support processing all camp pass requests and permission letters
Other Occasional Duties:
• Provide other forms of support as required and/or requested by HR & Admin Specialist.
• Support HR & Admin team during an absence of a team member.

Job Specification (Minimum Job Requirements)
Education: Bachelor in related field
Experience in Humanitarian or Related Field: Not required but would be beneficial
Experience in specific field or closely-related job, technical and behavioural skills:
• Bachelor in related field
• 2-3 years of experience in Administrative work
• Good people and inter-personnel skills with positive thinking is a must
• Fair command of Thai & English both in writing and speaking
• Good computer literacy in MS office esp. MS Xcel and PowerPoint