Senior Operations Officer (National Position)

Job Description

Background/Summary:

Founded in 1933, the International Rescue Committee (IRC) is one of the world’s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure, and wishing to advance on a path of development. The Resettlement Support Center Asia (RSC Asia), funded by the US State Department Bureau of Population, Refugees, and Migration (PRM), assists persons throughout Asia seeking permanent resettlement in the United States. Responsible for a portfolio of 37 countries, RSC Asia: prepares refugee applications for the United States Refugee Admissions Program (USRAP) using START (a State Department–managed data system that supports the arrival and resettlement of refugees through technology); provides information to resettlement agencies about arriving refugees and offers cultural orientation training to refugees bound for the United States. RSC Asia is based in Bangkok, Thailand, with a sub-office in Kuala Lumpur, Malaysia.

Job Overview/Summary:

The Senior Operations Officer based in Bangkok, Thailand is responsible for providing general administrative support in compliance with the IRC Standard Operating Procedures (SOP) and policies as well as serving as the travel focal point for RSC staff and visitors in compliance with donor regulations under “Fly America” and “Open Skies” acts. The position will also support the RSC Asia in terms of logistical and financial in line with country programs requirements.

Major Responsibilities:

Administrative support:

• Provide general administrative support to RSC staff, including assisting with ordering of office supplies, handling shipment of documents and files, supporting meeting setup and visitor agendas, coordinating with Operations team including finance, HR, and supply chain to facilitate the completion of internal documents, including obtaining the proper signatures and authorizations. • Assist in Senior Management Team (SMT) members for preparation travel documentation submitting to finance/other relevant Operations staff. • Communicate with HR and/or external partner to facilitate RSC staff with preparation of documentations to enable them to perform their work . • File and maintain the RSC administrative files as well as ensure that all relevant records are complete and accessible. • Act as the primary travel focal point for all RSC staff and visitors for preparation travel request (TR), camp pass, ground transportation, excess baggage, accommodation, flight, working spaces, and travel work plan documentation in compliance with the IRC and RSC Policies. • Ensure that document and package shipments are handled in a timely manner and under IRC policy. • Facilitate and record the phone and data usage for all RSC staff and manage the packages while staff are in rover trips. • Compile and share with staff the weekly Key Supervisor/Traveling Staff schedule. • Performs other duties as assigned by supervisor, in line with the scope of work.

Finance-related support:

• Prepare weekly/monthly payments on a timely schedule to avoid delayed payment and follow up on invoices where necessary. • Review travel and shipping invoices from vendors to ensure accuracy prior to submit payment requests to Finance to facilitate timely payments. • Update RSC monthly cash request projection submitting to Finance. • Regularly track all RSC trips in align with the budget and travel codes to be shared with the budget holders and finance. • Manage monthly in-office cash advances to facilitate the RSC meetings and ad-hoc office supplies.

Supply Chain and Logistics support:

• Facilitate the preparation of purchase requests (PR) for RSC activities, and ensure proper authorization is obtained prior to purchasing in compliance with the IRC Standard Operating Procedures (SOP) and policies. • Manage and purchase all RSC items and supplies under 500 USD to meet the timeline and agreement as required. • Provide support vehicle requests for all RSC activities. • Maintain and keep update the procurement plan alignment with RSC activities under IRC SOP and policies.

Asset/Inventory support:

• Maintain and update RSC Bangkok office inventory record, work closely with Office Support Manager on any asset movement. • Provide support and prepare the IT equipment and supply for RSC rover staff in domestic/regional CRs.

Key Working Relationships:

Position Reports to: Senior Operations Manager Indirect Reporting: None Other Internal contacts: Internal: All RSC Asia staff, IRC Thailand Operations and Admirative staff External: Vendors and suppliers

Qualifications

Job Requirements:

Education:

• University Degree or equivalent combination of education and experience

Work Experience:

• Minimum two years office administrative experience.

Demonstrated Skills and Competencies:

• Solid organization skills with the ability to handle multiple tasks simultaneously and prioritize them effectively. • Proven skills in basic office administration and interdepartmental communication. • Excellent decision making, analytical and problem-solving skills. • Excellent computer skills, including thorough knowledge of Microsoft Office, including Word, Excel, Access, and Outlook. • Previous experience with an international company or NGO or the US Refugee Admissions Program is preferred. • Ability to work with minimum supervision and meet deadlines.

Language Skills:

• Fluency in both English and Thai, oral and written, is required.

Working Environment:

The position is located at the RSC office in Bangkok and is primarily office based. The employee is required to adhere to “The IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

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.