Sr Administrative Associate

PROJECT DESCRIPTION:

The Senior Administrative Associate will support two U.S. Government–funded projects managed by FHI 360.

EpiC Thailand strengthens the national HIV/AIDS response by supporting efforts to reach, test, treat, and retain individuals particularly populations at risk in HIV prevention, care, and treatment services.

Global Health Security (GHS) Thailand & Regional enhances Thailand's role as a frontline public health hub. The project supports stronger border health systems, rapid response capacities, emergency operations, and risk communication to help detect and contain outbreaks quickly. Regionally, it contributes to Thailand's leadership in ASEAN health security coordination.

JOB SUMMARY:

This position is characterized by the performance of a variety of administrative support

duties to the EpiC and GHS Projects. 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 staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations and graphics, provides employees
• with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier
• services, postage meter account, and interoffice mail distribution.
• Schedules meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Provides administrative support to staff for copying, faxing and large- scale mailings.
• Communicates with both internal and external personnel as required.
• Maintains and updates records of all administrative related document e.g. services contracts etc.
• Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• May handle special projects and execute research and data analysis tasks and performs desktop publishing.
• Creates and develops visual presentations and Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
• Establishes, develops, maintains and updates filing system and retrieves information from files when needed.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
• Arranges complex and detailed travel plans and itineraries.
• Compiles documents for travel- related meetings and processes travel expense forms.
• Prepares agendas, notices, minutes and resolutions for corporate meetings and assists with coordination of meetings, facilities planning and logistics required and takes minutes, prepare and distribute to appropriate staff.

Procurement

• Works in collaboration with concerned staff at FHI 360 APRO 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 furniture, office supplies, office building and equipment maintenance, messenger and cleaning services, as well as technical items such as office equipment, and specialized equipment for research.
• Surveys for reliable sources, locate and contact vendors, coordinates with internal and external parties for proposals/quotations.
• Handles overall procurement process, which includes preparing procurement request, requesting quotations, coordinate with APRO to finalize purchase orders, and reviewing invoices prior to submission to APRO Finance for payment.
• Conducts receipt, storage and distribution of expendable supplies and non-expendable property.
• Responsible for physical inventory of non-expendable equipment and handle disposal of obsolete item.
• Establishes re-order points for expendable supply items.
• Updates contract list and coordinate with regular contractors in renewing the contracts.
• Develops and maintains information of all active vendors in the vendor database. 

Travel

• Responsible for travel arrangement for travelers coming in and going out.
• Arrange hotel reservation for APRO staff, consultants and visitors.  Maintains data on hotels in Vientiane and other key provinces for future 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 at APRO in purchasing supplies for the events to clearing the expense with the hotel.
• Serves as the point of contact for the ISOS travel data tracking by working with concerned staff at APRO on quarterly basis.
• Provides update travel schedule to FHI 360 APRO.
• Perform other duties as assigned.

QUALIFICATIONS:

• Bachelor or Master's Degree in Accounting, Finance, Management, Communications or related fields with at least 5-7 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.

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.

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