Administrative Officer, Rrcap

6 months ago

คลองหลวง ปทมธาน, Thailand Asian Institute of Technology Full time

**Administrative Officer**
**Regional Resource Centre for Asia and the Pacific**
**Asian Institute of Technology**:***

Applications are invited from the interested applicants for the position of Administrative Officer at the Regional Resource Center for Asia and the Pacific (RRC.AP).

**I. Major Functions**: Focusing on achievement of programme implementation and administrative management, the Administrative Officer will perform varied administrative tasks requiring initiative and independent judgment. Administrative Officer should be able to work independently under general direction, plan and arrange meetings, administer budget and account expenditures, prepare financial reports, maintain official records, and implement administrative policies. He/ She may have contacts with high-level administrative officers requiring use of formal vocabulary, discretion and judgment. He/she must be flexible and display initiative while working on new tasks.

**II. Main Duties and Responsibilities**:Administrative Officer is to ensure the efficient delivery of the following tasks:
**Programme Administration and Support**

**Finance and Budget Implementation: (30%)**
- Administer contracts period and payment to partners, network, and service providers.
- Process routine admin/finance transactions, invoices, and travel support documents.
- Liaise with the AIT Finance to ensure that funds are received and disbursed in a timely manner.
- Compile, review, and track financial expenses to formulate financial reports and ad hoc reports, according to the format prescribed by donors. Ensure completeness of supporting documents, alignment of expenditures with the budget and donor requirements and availability of funds.
- Assist in project budget preparation, revision, and administration. Continuously monitor project budgets, with preparation of monthly reports for internal use. Provide timely advice regarding the use and distribution of funds.
- Supporting the senior programme finance specialist and executives with projects and financial/accounting tasks when required.
- Identify operational and financial problems and develop practical solutions.
- Maintain an efficient and sound financial recording system.
- Coordinate with auditors as required.

**Meetings and Logistical support: (30%)**
- Prepare requests for staff members’ travel authorization and settlement and follow up on mission reports.
- Assist in the organization of seminars, training programmes, and workshops.
- Support the coordination and maintain effective communication and relationships with partners, participants, and vendors.
- Liaise with hotels for various event organization logistics and packages. Ensure reservations are confirmed and appropriate, and accurate bills forwarded for further payment process.
- Liaise with participants regarding travel, visa arrangements, and coordination of the meeting venue and conferencing services.
- Assist in the preparation of and sending out invitation letters, initial information, confirmation letters.
- Compile and set up meeting documents and publications; prepare name badges and table plates; and, acquire stationeries.
- Submit an event’s budget to request cash advance.
- Collect copies of passports, air tickets, visa stamp pages of participants for DSA distribution, travel reimbursement and promissory note settlement.

**Programme Support (20%)**
- Assist programme staff in the preparation and finalization of contract/project documents ensuring that appropriate rules and regulations of the Centre as well as requirements of agreements with donors and the consultants are well perceived.
- Maintain an efficient filing system, programme documents, financial documents, and correspondence.
- Assist in monitoring and compilation of Programme’s Key Performance Indicator.
- Manage and handle small/short term in-house and external workshop events.

**Office Administration (20%)**

**Office Management**
- Advise staff members on the Centre’s policies, procedures, rules, regulations, and laws affecting the organization and provide support to staff requests; respond to all inquiries, or direct inquiries, without delay.
- Organize correspondence in a priority order; exercise discretion in ordering documents for immediate action and forward pertinent correspondence directly to associates for their attention and follow up.
- Greet visitors to the office in a friendly and professional manner; seek to assist visitors and serve as a referral bridge when necessary; provide accurate information to visitors.
- Provide expert guidance and leadership to junior staff and newcomers.
- Assist in completion of time attendance and daily leave reports.

**General Administrative Support**
- Manage the filing, storage, and security of the Centre’s documents; update a staff directory, partners contact addresses, and correspondence controlling log.
- Involve in the planning and implementation of the procurement plan of office equipment, suppli

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