Entrepreneurship in the territories: is it the right time?
Position Summary:
Reporting directly to the Finance and Administrative Officer and under the overall supervision of the Country Program Director, the Administrative Assistant plays an important role in the overall administrative, logistic, human resources and procurement support to the AHF Thailand team to achieve smooth operation and implementation of the country program. This includes effective daily administrative running of the office, coordinating with the country team across all departments and external parties to ensure smooth implementation of activities. As the focal point for all administrative, human resources and procurement matters, the Administrative Assistant ensures compliance with AHF’s policies and regulations. Being a multitasker, the Administrative Assistant plays a key role in maintaining operational effectiveness and aligning administrative and logistic activities with the organization’s mission.
ESSENTIAL DUTIES AND RESPONSIBILITES:
Administrative:
- Answers phone calls and greets visitors.
- Schedule appointments and maintains team calendar.
- Prepares communications such as memos, emails, letters, etc.
- Assists the Finance and Administrative Officer in creating and maintaining office filing.
- Orders and maintains office supplies.
- Ensures office equipment functionality and maintenance.
- Handles phone calls and messages addressed to AHF Thailand email.
- Assists the team in organizing meetings and workshops.
- Serves as focal point with external vendors.
- Manages assets and inventory.
- Provides administrative support to the team as necessary.
- Assists the Finance and Administrative Officer with weekly and monthly reporting as needed
- Participates in team meetings and call conferences, as may be required.
- Takes meeting notes and ensures follow-up on agreed action items.
Human Resources:
- Collects and submits monthly timesheets.
- Manages and keeps tracks of leave requests.
- Assists the Finance and Administrative Officer with health insurance applications and renewals.
- Assists with recruitment and onboarding processes.
- Maintains employee records and HR filing.
- Coordinates and ensures completion of goals setting, annual performance evaluations and career development plans.
- Keeps abreast of labor laws and AHF’s HR practices.
Procurement:
- Assists the team with all purchase requests.
- Researches and identifies potential suppliers/vendors.
- Processes procurement requisitions.
- Handles quotations and bid analysis.
- Obtains price quotations and negotiates terms and conditions.
- Maintains an updated supplier database.
- Maintains supplier relations.
- Oversees the receipts of products and services.
- Conducts regular stock counts and reconciliation.
- Assists in cost analysis and cost-saving initiatives without compromising quality.
- Organizes procurement filing system.
- Ensures compliance with AHF’s procurement policies and procedures.
Travel:
- Handles all flight and hotel bookings.
- Assists with visa application.
- Keeps track of vehicle log.
- Processes travel requests and trip reports, ensuring compliance with AHF’s travel policies.
- Handles travel emergencies and provides assistance.
Other Duties:
- Assists the Finance and Administrative Officer with any necessary tasks when necessary.
- Other duties as may be assigned by the Country Program Director.
