The role
The Administrative Officer is a member of the Operations unit and provides administrative support to the centre across administration, human resources, travel, and internal and external events.
The Administrative Officer will liaise with external service providers such as travel agents, suppliers and hotels, and other relevant parties. Internally, the postholder will work with colleagues across the office and may connect with colleagues from other SEI centres where needed.
The Administrative Officer reports to the Senior HR and Administrative Officer.
Key duties and responsibilities
Management support
- Arrange travel for the Centre Director, including cash advances and travel claims.
- Support the senior management team (SMT) in organizing meetings, taking minutes, finalizing them and sharing them with staff as appropriate.
- Arrange staff meetings and coordinate presentations for meetings.
Human resources
- Work on the full cycle of visa and work permit administration, including preparing documentation, submitting applications and coordinating with relevant authorities.
- Monitor compliance and maintain accurate records to ensure all immigration processes are completed accurately and on time.
- Support the HR Specialist in coordinating and scheduling interviews with relevant panels across the centre, when needed.
Travel and events
- Manage internal and external SEI events, as requested.
General administration
- Handle front desk activities.
- Ensure office equipment is functioning and arrange servicing when needed.
- Manage and coordinate the purchasing of stationery and office supplies.
- Support administrative work with Chulalongkorn University.
- Carry out other tasks as required.
Accountability
- Ensure work processes align with all SEI local and global policies, instructions and procedures.
- Maintain confidentiality of information, including information shared in SMT meetings.
- Complete assigned tasks within agreed budgets and timeframes.
- Complete tasks according to relevant processes and procedures.
- Keep the line manager informed in a timely manner of any issues that arise.
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