Senior Administrator, Mekong Safeguards Program

The Asia Foundation is seeking an energetic, qualified, and talented senior administrator to support USAID and Australia Mekong Safeguards Program (Mekong Safeguards) in administrative and logistical operations to implement the programmatic activity. The position requires an understanding of Mekong Safeguards’ mandate and activities and relies heavily on the candidate’s resourcefulness, coordination, and organizational skills.

The senior administrator will report directly to the Deputy Chief of the Party and work closely with the Project Finance Specialist.

Responsibilities

General Administration and Logistics

• Lead and proactively manage program and team members’ schedules (holidays, events, meetings, staff leave, etc.) and keep track of staff plans, including birthdays and other important days.
• Responsible for procurement of goods and services (creating and following up purchase requests, advertisements, purchase orders, vendor management, sourcing and requisition, and negotiations). Support Project Finance Specialist with contracting processes.
• Manage procurement and vendor-related correspondences on Mekong Safeguards email (collecting/filing applications, interviews, response emails, etc.).
• Process reimbursements for Mekong Safeguards staff on items, services, software, business meals, and travel expenses. Coordinate with the project finance specialist and Finance for cash advances and payments.
• HR activities (supporting the People and Culture unit with Mekong Safeguards staffing requirements, recruitment, candidate applications (evaluation), benefits, social security, HR-related reimbursements, and insurance- and social security–related activities).
• Process travel authorizations for the Mekong Safeguards team (staff and non-staff) and keep records for traveler’s expense reports.
• Set up and manage the program’s document filing system with reference numbers and maintain hard-copy and electronic versions on SharePoint.
• Maintain inventory of Mekong Safeguard’s assets (computer and other equipment).
• Act as point of contact for information technology issues and interaction with Information Services personnel.

Events and Programmatic Activities

• Work closely with the event manager to organize virtual and in-person events and coordinate with other Mekong Safeguards and Asia Foundation staff for logistical preparations and event execution.
• Coordinate with counterparts/stakeholders to organize meetings and follow up for confirmation and information.
• Work with the senior monitoring, evaluation, and learning (MEL) specialist to prepare MEL-related materials and collect relevant data.

Visa Requirements and other tasks

• Manage foreign staff administrative requirements such as visas, licenses, and work permits, as well as other requirements under the Ministry of Labor, Ministry of Foreign Affairs (and consulates), foreign embassies, and other relevant entities. This includes both Mekong Safeguards and TAF Thailand.
• Manage admin team members and provide administrative updates to management in a timely manner.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in a relevant field (e.g., Business Administration, Social Sciences, Public Administration, Political Science, or Science-related field).
• Experienced in coordination, organization, secretarial support, and logistical preparations for programs, organizations, or high-level committees, especially in Southeast Asia.
• Knowledgeable in office/productivity software such as Word, Excel, PowerPoint, Outlook, Adobe Suite, and cloud-based applications.
• Ability to work effectively under pressure with challenging deadlines.
• Ability to travel for field work domestically and within the Lower Mekong countries.
• Fluent in English and Thai (speaking, listening, and writing).
• Understanding of The Asia Foundation’s operations and experience working for multilateral donors such as USAID or Australia’s Department of Foreign Affairs and Trade is a plus.

How to Apply

Please send a cover letter outlining your qualifications and experience along with your resume or CV by email to [email protected] by September 23, 2024. Please also indicate your proposed daily rate (in USD) along with contact information for three professional references. Please include ‘Position: senior admin’ in the email’s subject title. Women are highly encouraged to apply.

(Only short-listed candidates will be notified.)