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Position Description
The Grant Cycle 7 Integrated Laboratory Systems Strengthening Strategic Initiative (Lab SI) has allocated US$ 3.25 million [2024–2026] to support integrated laboratory systems strengthening of 14 RPHLN members in the Asia-Pacific.
The Admin & HR Officer is a newly established role within the RPHL Network Secretariat, created to strengthen the Secretariat’s internal operations capacity as the Network grows in scope and complexity. Aligning with current development of RPHL Network governance, this incumbent will subsequently be hired under the RPHL Network Foundation.
This position is responsible for all administrative, office management, logistical, and human resources functions of the RPHL Secretariat — ensuring that the team operates in a well-organized, compliant, and supportive work environment.
The Admin & HR Officer focuses exclusively on internal operations: HR processes for RPHL Network Secretariat and relevant consultants, office administration, event logistics, travel arrangement/management, and procurement support.
S/he must be well-organized, people-oriented, and familiar with HR and administrative systems in an international development or intergovernmental setting.
Responsibilities and Tasks
Administration and Office Management
- Manage day-to-day office operations of the RPHL Secretariat, ensuring a safe, organized, and well-functioning work environment
- Maintain and replenish office supplies, coordinate equipment maintenance, and liaise with building management or DMSC facilities as required
- Organize and maintain both physical and electronic filing systems for all RPHL Secretariat documents, ensuring records are systematically stored, accessible, and updated
- Manage incoming and outgoing correspondence, including post, courier services, and general email inbox of the Secretariat
- Schedule and coordinate internal meetings, room bookings, and calendars for the Regional Programme Director and RPHL Network team/consultants/RPHL Network Members and partners
- Support procurement of goods and services required by the Secretariat, in compliance with RPHL Network Project Management Guideline: Finance & Procurement , and coordinating with MI’s Procurement Unit as needed
- Maintain asset and inventory records for RPHL Secretariat equipment and supplies
HR Management (RPHL Secretariat)
- Serve as the HR focal point for the RPHL Network Foundation , coordinating all HR processes with MI’s HR Unit in Khon Kaen during transitional period.
- Facilitate recruitment process for RPHL Secretariat positions and consultants: prepare vacancy announcements, coordinate shortlisting, arrange interview logistics, and process appointment documentation in accordance with MI/RPHL Network Foundation HR policies
- Process onboarding for new RPHL staff and consultants: prepare employment/consultancy contracts, arrange orientation, set up workstations, and ensure compliance with HR Policy of RPHL Network Foundation
- Implement HR Policy of RPHL Network Foundation including maintain and update personnel records for all RPHL Network Secretariat staff and consultants, ensuring accuracy and confidentiality, Track and manage leave records, attendance, and work schedules and payroll processing
- Support performance management processes for RPHL staff: coordinate the annual appraisal cycle, track submission timelines,
- Manage contract renewals, amendments, and terminations for RPHL Secretariat staff and consultants, ensuring all documentation is completed accurately and on time;
- Liaise with MI HR Unit on HR matters such as work permits, visa arrangements, and related documentation for international staff or consultants as required
- Preparing the taxation report to the Thai government related to staff income and consultants
Event Logistics and Travel Management
- Plan and manage logistical arrangements for all RPHL Network meetings, training workshops, events, and regional activities, including venue sourcing, catering, equipment, and participant communication
- Coordinate travel and accommodation arrangements for RPHL team members, consultants, and event participants, including flight bookings, hotel reservations, and local transportation
- Prepare and process travel authorizations, per-diem calculations, and travel claims for RPHL Secretariat staff/consultants and participants in compliance with RPHL Network Project Management Guideline: Finance & Procurement
- Liaise with the Finance Office and Programme Coordinators on event budget estimates and post-event expenditure settlement, ensuring supporting documents are complete and compliant
- Maintain event planning checklists and post-event reports to support institutional learning and continuous improvement
- Any other duties as assigned by the Regional Programme Director.
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