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Logistics and Operations Support Associate
1 month ago
Job Summary:
KEY RESPONSIBILITIES AND DUTES:
Logistical function includes but not limit to: (70% of time)
Follows travel procedures in coordinating travel for FHI 360 employees to ensure travel needs are met within the applicable policies and budget availability.
Process travel authorization forms (EA) in line with FHI 360’s travel policy and procedure, as needed and the distribution of tickets for FHI 360 personnel.
Arranges international air tickets, hotel reservation and necessary logístical arrangements.
Serves as the liaison with airline, hotel, and car rental personnel to book travel arrangement and resolve discrepancies.
Coordinates with designated travel agency to track and process unused tickets and establishes procedures for refunded tickets.
Reviews travel expense report package ensuring of the completeness of documents before submitting to accounting department.
Prepare monthly reconciliations of master billings with airline charges, hotel charges, rental car charges, travel insurance and travel related billings.
Maintains travel database reported by the travel agent and process invoices for Finance Department
Procurement duties include but not limit to: (15% of time)
Expedites orders for office supplies through working in collaboration with the Procurement Officer.
Contacts office suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
Monitors all contracts including Purchase Orders and Consultant Agreements ensuring orders/services, consultant’s level of efforts regardless of projects are submitted per the established schedules and if modification is required ahead of time
Serving as a custodian of APRO asset updating and maintaining an accurate and current fixed asset register including affixing the identification tag, asset movement, asset disposals, damaged assets and assets lost or thefts.
Assists in reviewing the delivery receipt note and invoice from vendor and coordinates with the requisitioner ensuring the goods/services meet requirement.
General administrative function includes but not limited to: (15% of time)
Arranges “Tele-conference” and “Audio-conference” as needed.
Provides support and coordinates for internal meetings ranging from reserving APRO’s conference rooms, room setting up, audio visual function through working with IT Team, to catering service ensuring that the meetings are handled smoothly.
Coordinates and compiles shipment clearance documents with shipping agent or couriers.
Compiles supporting document for supplier’s invoices to Finance Department.
Ensures that office areas and meeting rooms, office equipment and utilities are in good operating conditions and arranges for necessary schedule repairs.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, working with administrative officer in placing and expediting orders for supplies.
Receives and examines the delivered supplies and invoices before submitting to payment.
Prepares telephone usage report for Finance Department.
Performs other relevant duties as assigned.
Applied Knowledge & Skills:
- Ability to manage multiple tasks simultaneously with accuracy and on a timely basis
- Good command of written and spoken English language.
- Good typing skills both Thai and English.
- Good organizational, administrative, and planning skills.
- Knowledge of computer software programs, such as MS Products (MS NT and MS Office)
- Ability to work with others effectively.
- Able to work with cultural differences and understanding the ethical issues surrounding
Problem solving & Impact:
- Works on problems that are diverse in scope and require judgment in resolving or making recommendations.
- Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
- Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
- Limited supervision.
- May coordinate workload with other support staff across department(s).
- No instruction needed on routine work and general instructions with periodic work review
- given on new work or special assignments.
- Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
- Contacts involve obtaining or providing information or data on matters of moderate
importance to the function of the department or which may be sensitive nature.
Education**:
Bachelor’s Degree with an emphasis in business or human resources preferred
Experience**:
- 4-6 years of travel coordination and administrative support experience.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English and Thai.
- Prior experience working in a non-governmental organization (NGO) is an advantage
Typical Physical Demands:
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