SayPro Program Operations and Administration Support Coordination

TITLE: Program Operations and Administration Support Coordinator

Number of Position: 1

GRADE: Thailand NAT – 3

CONTRACT LENGTH: 2 YearsFixed Term with option to renew (renewal is subject to funding)

ROLE PURPOSE: Reporting to Education Consortium Director, the key purpose of this position is to support all international staff either based in or travelling to Thailand for workshop, meeting, training or transit purposes. Program Operations and Administrative Coordinator will provide support to Education teams in Thailand in the area of safety and security of staff in Thailand, coordination/planning travel and workshops, logistics and procurement, payment processing and administration. S/he will work closely with all Save the Children (Thailand) Foundation Support team members both in Mae Sot and in the head office in Bangkok. The position will work closely with support services team in SCI and build a strong relationship with all Mae Sot program teams. Occasional travel within Thailand may be required.

SCOPE OF ROLE:

Reports to: Education Consortium Director

Direct Reports: Not Applicable

Financial Approval: No financial approval

External Representation: Regular contact of detailed explanations of policy, regulations, programs, suppliers and representation to service providers and suppliers in Thailand, to SCI Staff and to some of our partners under supervision of Education Consortium Director and relevant department head in SC Thailand.

Travel: Estimated around10% – 15% of working time

Key accountabilities

Coordination and Planning with internal and external stakeholders

• Responsible for all administrative tasks and logistical support to SCI staff based in Thailand, SCI program and support teams travelling to Thailand and other personnel and visitors, in close coordination with SCI Support Services Team and MEC Partnership & Programme Support Team
• Act as the key communicator between SCI Country Office (CO) staff and SC Thailand staff
• Act as the key contact points for SCI staff in Thailand and if relevant provide security briefing in consultation with Senior HR & Admin Manager
• Maintain a tracker for all CO staff coming in to Thailand on both visitor and official business visa to tract and to record their movement, duration of stay, place of visits, contact details, accommodation and any incident for reporting
• Act as first point of contact for support requirement of all SCI Staff in Thailand
• Liaise between Thailand Support Services Team, CO HR and SCI staff in Thailand to ensure all necessary support is provided prior to arrival, during the stay and after leaving Thailand
• In consultation with Education program teams and Thailand support team, provide program and other related information to Senior HR & Admin Manager Save the Children (Thailand) for submission to the government departments.
• Update information of government procedures and the changes to the international and national staff.
• Support the update information of visa, stay and travel permit status
• Prepare and manage the appointments for senior team members and visitors (meeting room, receiving visitors, meals and refreshments, etc.)
• Support, coordinate with SC Thailand team on the ground and arrange for partners’ visits by CO teams
• Serve as focal and share the information regarding changes in Operation Procedures of Administration, Human Resources, Finance , Logistic, Safety and Security and IT.

Travels and Logistics

• Gather all required information and document for visa and travel approvals to apply for short and long term visas for international staff and provide to SC Thailand visa focal
• Assist international consultants, and international staff with housing, visa, shipping, and induction
• Arrange for ticketing, vehicle hire and accommodation for r CO staff for domestic travel in Thailand

Procurement in coordination with SCT support team

• Under the guidance of SC Thailand procurement team, provide support in procurement of equipment’s and other facilities at international staff residences (located in Bangkok and Chiang Mai)
• Assist, in coordination with SC Thailand team, on maintenance and repairs of residential equipment’s and facilities
• Prepare and execute the procurement of office supplies, equipment’s and office stationery
• Assist as focal to receive the quotation in tender process for require procurement for International staff based in Thailand and Visiting Staff
• Support for the arrangement of lease contract process of negotiation, rental agreements, draft contracts and payment arrangement
• Manage the sourcing of meeting/workshop venue for the program event in consultation with SCT
• Prepare PO, PR and supporting document to submit to SCT Bangkok office

Finance

• Prepare fund request from all staff in Thailand and from finance team, and submit to BKK Finance with full information and supporting documents
• Liaise with CO team regularly to assist in preparing/reviewing SCI financial form for advance, reimbursement, Thailand supplier payments, MEC project payment, etc. and ensure all document compliance with project donor, internal requirement, and approval person.
• Ensure all payments request are submitted with required supporting documents and authorization
• Register, submit and file all original documents for audit and act as Legal document holder for CO in Thailand office
• Assist in collecting original documents from partners in Thailand and sending off with courier to CO

Administration:

• Maintain a register on incoming, outgoing and movement of CO staff and provide information as required to relevant Thailand team in advance
• Hotel booking, air ticketing and other logistical arrangement for CO team
• Under the supervision of Education Consortium Director, communicating with local government, partners, counterpart and other agencies working in Thailand
• Support in maintenance and repair of IT equipment for staff in Thailand
• Assist in preparation of security briefing and Thailand country office induction in field office, compile supporting materials, arrange schedule.
• Support in physical asset verification processes (for SCI staff and/or partners) if necessary
• Support to other related activity if necessary

Other (Coordination)

• Other tasks, as needed.

Child Safeguarding Responsibilities

• Ensure that your staff is providing all beneficiaries of your programme with ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct.

Skills and Experience:

• Minimum 4 years experience in managing the administrative and operation tasks with international organizations (preferred)
• Ability to work collaboratively with colleagues across the organization developing effective working relationships. A full appreciation of the value of co-operation, both internationally and within a team environment
• Pleasant personality and able to communicate with government officials, external stakeholders, foreigners, suppliers and internal team
• Computer proficiency in Microsoft Word, Excel, and Power Point (required)
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• Willingness to travel to field offices and work in difficult environment according to travel requirements, up to 15% of working time

Education:

• Bachelor Degree in Business Administration, Diploma or related field
• Additional training on Administrations, Operations, Human Resources Management would be an asset

Communication and Technical Skills

• Strong English communication skills, both written and verbal
• Myanmar and Karen language skills will be a strong advantage
• Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure with minimum supervision
• Knowledge and experience working and coordinating with diverse staff, different culture and ethnic in international setting.

General:

• Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy.