Administration Officer (National Position)

Job Description

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary: Under the direct supervision of Human Resources and Administration Manager, the Administration Officer provides effective day-to-day administrative tasks and services in Mae Hong Son Office. The role holder will be responsible for managing visa, work permit, camp pass, travelling booking, preparing payment and other administrative support required by supervisor.

Major Responsibilities:

Visas & Work Permits • Prepare timely Letters of Application for staff visa and work permit requests to Ministry of Interior (MOI) for non-Thailand passport holders and their eligible dependents. • Prepare work permit documents for new applications and annual renewals for non-Thailand passport and colored card holders. • Prepare and manage government-required 90-day notice and Re-Entry Applications for eligible passport holders. • Prepare and manage resident notification for eligible passport holders. • Effectively liaise and coordinate with BKK Admin team to ensure all paperwork is timely completed and accurate. • Track and manage all visa and work permit information and expiry dates. • Plan well in advance with staff members concerned, required Immigration and Ministry of Labor visits. • Update any changes regarding visa and work permit applications processes.

Facilitate Camp Passes for Staff, Referral Patient and Visitors • Coordinate with BKK Admin Team to complete government-required Radio Camp Pass Applications for IRC staff, visitors, donors, and other individuals who plan to visit Mae Hong Son refugee camps. • Prepare Local Camp Pass Applications for IRC MHS staff, IRC materials, visitors, donors, and other individuals who plan to visit Mae Hong Son refugee camps. • Coordinate with other filed offices for Local Camp Pass Applications for MHS staff as required. • Prepare permanent camp pass applications (Green Camp Pass) for MHS staff and submit them to BKK Admin Team. • Distribute permanent camp passes (Green Camp Pass) to staff and retrieve them from staff at the end of each year. • Coordinate with Health Team to obtain camp pass for referral patients to Chiang Mai Province. • Support on preparing travel documents for colored card holders and camp residents.

Administration • Responsible for MHS staff and visitor Itineraries – travelling, accommodation, flight tickets, etc. • Ensure a smooth and adequate process when welcoming visitors, vendors, and colleagues. • Ensure all administrative PR and payments (hotel, security guard and internet, etc.) are made in accordance with IRC policies. • Build good relationships with staff, Royal Thai Government (RTG) and other agencies on work related to visas, work permits, camp passes and routine Admin-related matters. • Prepare Admin cash projection and spending plan. • Maintain all Admin files, folders, and related documents in proper condition. • Managing and recording meeting rooms. • Perform other administrative duties as assigned by supervisor.

Relationships:

Position Reports to: Human Resources and Administration Manager. Position directly supervises: None Indirect Reporting: Field Coordinator Other Internal and/or external contacts: Internal: All IRC Staff (Operations Team and Programs) External: Government officials, Agency, Vendor, Visitor, etc.

Qualifications

Job Requirements:

Education: Bachelor’s degree in Business Administrative or related field.

Work Experience: • Minimum 1-2 years’ experience in Admin Management. • Demonstrated experience in handling visa and work permit. • Demonstrated experience in coordinating with government agencies. • Experience in a non-profit organization and international environment is preferable.

Demonstrated Skills and Competencies: • Ability to priorities tasks, work under pressure and respond to urgent requests. • Excellent multi-tasking organized and follow-up skills, deadline oriented. • Good team player and can work well under pressure. • Positive attitude and excellent service mind. • Time management and prioritization skills. • Good interpersonal and communication skills. • Computer proficient and demonstrate skills in Microsoft Office, database management and record keeping. • Good knowledge in related Thai Immigration law and regulations. • Ability to work to regular deadlines and adapt to changing situations.

Language Skills: • Good command of written and spoken Thai and English

Certificates or Licenses: None

Working Environment:

The position will be based in Muaeng Mae Hong Son, Mae Hong Son Province, with occasional travel to Ban Mai Nai Soi and Ban Mae Surin Temporary Shelters in Mae Hong Son.

Standards of Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Equal Opportunity Employer:

IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.