Senior Administration Officer (National Position)

Work Arrangement:

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:

The Senior Administration Officer provides day-to-day administration systems and services at Tak field site. The position maintains Tak's Administrative functions by oversight day-to-day office and administration requirements including tasks on visa, work permit and camp pass. The Senior Administration Officer also works to increase the administration skills and capacities of IRC program staff through orientation sessions, training, and development.

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. • Prepare and manage government-required 90-day notice and Re-Entry Applications for eligible passport holders. • Plan and conduct education sessions for visa & work permit for staff in field offices. • Effectively liaise and coordinate with BKK admin team to ensure all paperwork is timely, complete, 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 and Visitors

• Coordinate with Admin BKK to complete government-required camp pass applications for IRC staff, visitors, donors, and other individuals who plan to visit Tak refugee camps. • Coordinate with IRC field offices to obtain Local Camp Pass Applications for IRC Tak staff. • Prepare permanent camp pass applications for Tak staff and submit to Admin BKK. • Distribute permanent camp pass to staff and retrieve from staff at end of each year. • Distribute and account for radio camp passes to IRC staff, visitors, donors, and relative staff.

Administration

• Proactively monitor and assess administration achievements quarterly, ensuring tracking systems and reports are in place to support administrative and management processes. • Ensure a smooth and adequate process when welcoming visitors, vendors, and colleagues. • Review and update as needed Staff List/Organization Chart/Calling Trees and send to BKK Admin • Manage office rent, staff housing, and maintain and update lease agreements, deposits, payments, and other documentation. • Ensure all policy updates/changes are posted on the office board. • Prepare Admin cash projection and spending plan. • Ensure all administrative payments (office rent, security guard, daily worker, and housing) are made in accordance with IRC policies. • Manage all office rentals and lease agreements and negotiate agreements with landlords to secure the best possible costs. • Weekly monitor cleaners and guards to assure good housekeeping and office security for all offices. • Perform other administrative duties as assigned by Supervisor.

Other responsibilities

• 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. • Conduct orientation for new staff on camp passes, visa, and work permit processes. • Maintain all Admin files, folders, and related documents in proper condition. • Prepare payment request for all work-related Admin working process. • Perform other Admin duties as assigned by Supervisor.

Key Working Relationships:

Position Reports to: Human Resources & Administration Manager Position directly supervises: Operations Officer Indirect Reporting: Deputy Field Coordinator Other Internal and/or external contacts: Internal: All IRC Staff (Operations Team and Programs) External: Government officials, Agency, Vendor, Landlord, Visitor, etc.

Qualifications

Job Requirements:

Education: Bachelor’s degree in management or related field

Work Experience:

• Minimum 3 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 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. • Excellent time management skills. • Good knowledge on supervisory skills and problem-solving skills.

Language Skills:

• Good command of written and spoken Thai and English

Working Environment:

The position will be based in Mae Sot District, Tak Province, with some time travel to Mae- La, Umpiem and Nupo Temporary Shelter in Tak province.

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.