Administrative Associate

Description of the offer

PROJECT DESCRIPTION:

EpiC is a USAID-funded project managed by FHI 360 aimed at accelerating the Thai HIV/AIDS response to recruit, reach, test, treat and retain populations in HIV prevention, care, and treatment services. The project will focus primarily on MSM and transgender (TG) women.

Position Summary:

This position is characterized by the performance of a variety of administrative support duties to the EpiC Project. The position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of procurement, travel and other administrative documents, use of office technology, photocopying, compiling records, organizing and maintaining files, posting information, supporting the gathering and reporting of project information to donors’ websites, support workshop and meeting organization, and coordination with internal staff and implementing partners staff on administrative related matters. At the advanced level, may serve as a lead worker or may provide supervision to other employees.

DUTIES AND KEY RESPONSIBILITIES:

General duties

• Responds to EpiC team requests for administrative and travel support as needed.
• Sets up and maintain files, prepares presentations, provides employees with office supplies, performs data entry e.g. travel authorization request, purchase request, etc.
• Schedules meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Maintains and updates records of all administrative related document e.g. travel authorization requests, withholding tax etc.
• Co-ordinate with government partners, as necessary.
• Performs other related duties as assigned Procurement
• Works in collaboration with EpiC staffs for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements. This includes procurement of commodities and services such as office supplies, as well as technical items such as office equipment, and specialized equipment for research.
• Prepare procurement request in DPA system (Digital Process Automation) from the first stage in including requesting quotation, reviewing invoices prior to submission to finance for payment through DPA.
• Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations.
• Conducts receipt note, storage and distribution of expendable supplies and non-expendable property.
• Responsible for physical inventory of non-expendable equipment and handle disposal of obsolete item for EpiC inventory. Travel
• Responsible for travel arrangement for EpiC staffs and partners.
• Arrange hotel reservation for EpiC staffs, consultants and partners. Maintains data on hotels rate in key provinces for reference.
• Handles logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiating with the selected hotel, coordinating with concerned staff in purchasing supplies for the events and clearing the expense with the hotel.
• Provides update travel schedule to FHI 360 APRO. Finance
• Reviews supporting documents submitted from subawardees as requested.
• Provides feedback/findings of subawardees documents checked.
• Prepare withholding tax and distribute to vendors.

CONTRIBUTION:

• Assigns work/task responsibilities for projects as directed by management.
• Assists with the gathering, compiling and evaluation of project due diligence data and be familiar with departmental guidelines.
• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
• Assists supervisors in ensuring project administration and operation runs smoothly.
• Coordinate necessary arrangements for international visitors, including travel logistics, meetings with divisional staff and other organizations.
• Assists supervisor in logistic arrangements for conferences, workshops and meetings.
• Use initiative to improve work flow and improve systems for clerical functions.

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

• With minimal supervision, manage high volume work flow.
• Service minded well organized, strong negotiation and interpersonal skills.
• Flexible approach to working hours and the ability to work under pressure with minimum supervision.
• Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
• Knowledge of general office practices and organizational skills, administrative and planning skills.
• Experience in providing procurement support, and basic knowledge of donor’s procurement policy.
• Basic knowledge of air ticketing.
• Good proficiency in computer software applications in particular Microsoft World, and Excel.
• Good command of spoken and written English.
• Report to supervisor on variances and status on regular basis.
• Resourceful in gathering and providing information.
• Knowledge of budget preparation and monitoring

TYPE AND NATURE OF CONTACTS:

Frequent interaction with others within and outside the organization and ability to resolve problem situations with tact. Requires strong professional relationships with clients/customers.

SUPERVISORY AND BUDGET RESPONSIBILITY:

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Ability to travel within the country.

QUALIFICATIONS:

• Bachelor Degree with at least 3-5 years of related experience that must reflect the knowledge, skills and abilities listed above.
• Computer spreadsheet experience required.
• Prior experience working with international NGOs and government organizations will be an advantage.
• Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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