TERMS OF REFERENCE:
Functional title: Administrative and Human Resource Officer
Location: Bangkok, Thailand
Period: May 2022 – April 2024
Duration of contract: 2 years contract
Reports to: Finance, Administrative and HR Manager
Background
The Asia Pacific Transgender Network (APTN) is a regional network that is working towards the advancement of trans rights in the Asia Pacific region through research and evidence generation, legal, policy and programmatic advocacy, and public campaigning. APTN office is legally established and has been operating as a registered entity as a Thai Foundation in Bangkok, Thailand. APTN currently works with more than 15 partners in 12 countries in the region
About the position
APTN is seeking a new staff member to help improve our foundation operations in administration and Human Resources. The position will work under direct supervision of the Finance, HR and Administrative Manager.
Scope of work:
- Develop and manage digital filing system for human resources
- Secure volunteer/ interns visas and work permits for international staff
- Handle banking, bill payment, and liaise with Thai service providers
- Provide Thai language support for staff
- Prepare documentation for local reporting requirements with Thai government
- Assist team members on various projects
Human Resources
- Assist in developing HR plans strategic to support overall foundation mission, vision, and social impact; including intern/ volunteer/ staff recruitment and retention plans
- Assist in developing a staff wellness program
- Maintain physical and digital personnel records like employment contracts, timesheets, new hires, position changes, and holiday/sick leave/ compensation leave requests
- Assist in posting staff/ consultant job descriptions, research job posting sites
- Schedule volunteer/staff interviews and contact candidates as needed
- Assist and implement staff/volunteer training content and videos
- Support the orientation of new staff/volunteers by providing orientation training, information packets, reviewing Foundation policies, etc.
- Inform staff of benefits packages according to policies or as required
- Scheduling and coordinating with managers on provisions of staff trainings on financial and organisation systems and processes
- Ensure compliance with local labor law regulations on all staff related matters
- Liaise with the Ministry of Health and Labor as necessary
- Provide support to the office in all other HR matters
Administration
- Assist in the preparation of supporting documents (such as visas) needed for staff field/monitoring visits
- Assist supporting documents, invitation letters, registration forms and preparation for the APTN workshop/ events participants
- Assist staff in the preparation of travel authorizations requests and assist in the work travel arrangements such as air tickets and accommodations booking of APTN staff, workshop participants and all events/ meeting participants
- Assist in the preparation of food, beverage and refreshment for meetings, training and workshop
- Assist in quarterly stationery supplies stock-checking and raising Purchase Requisition (PR) to replenish the stock including other office supplies for the office helper
- Maintain and update regularly all administrative filing and other documentation
- Prepare payment request for all staff communications monthly invoice for office telephone, mobile phone, internet and others upon request
- Carry out postal arrangements for all parcels/ posts destined for Bangkok and other field offices
- Translate Thai documents into English language content and proofread administrative emails and documents when requested
- Ensure Foundation policies align with and advance APTN’s mission and social impact
- Update assets inventory on a monthly basis
- Ensure smooth day to day office operations
- Photocopy and scan all necessary documents
- Perform other duties as requested and assigned by the supervisor
Procurement
- Assist in purchasing products and materials according to the Purchase Requisition (PR) by following the procurement process set forth in the APTN procurement policies and procedures (SOPs)
- Assist staff in obtaining invoices and receipts from vendors, checking and recording delivery of products and materials from all vendors
- Maintain and update supplier information especially for regularly purchased items
- Maintain and update regularly all procurement filing and other documentation
- Perform anti-terrorist scan for compliance of suppliers, consultants and staff
Ensuring legal compliance of APTN and its staff
- Ensure visas and work permits of non-Thai staff are updated and addressed on time
- Ensuring APTN Foundation legal status validity
- Oversee and make arrangements of filing, storage and systematize network’s document in accordance with the Thai legislation and regulation
- Ensures compliance with Thai registration and annual reporting requirement
- Liaise with Legal Advisor on foundation matters
Qualifications
- University or Bachelor Degree in Business Administration, Human Resource, Management or equivalent
- Minimum five (5) years of relevant experience in the area as an Administrative/ Programme Officer, Administrator or similar role
- Detail oriented, strong organization skills with a problem-solving attitude – Solid knowledge of office procedures
- Experience with visa and work permit arrangements
- Experience with office management software like MS Office, MS Excel and MS Word, specifically
- Ability to handle multiple and competing priorities
- Familiarity with international NGO principles and practices
- Excellent written and verbal communication skills in written and spoken English and Thai are required.
How to Apply
Interested candidates should submit a cover letter and CV to apply@weareaptn.org. Recruitment is on a rolling basis and may close ahead of the deadline once a suitable candidate has been identified. Please indicate “Application: Administrative and HR Officer” in the subject of the email. Transgender and gender diverse persons from the Asia and the Pacific region are highly encouraged to apply.
Only shortlisted candidates will be notified.
APTN is an Equal Opportunities Employer. APTN adheres to a fair recruitment process, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences.
Lesbian, gay, bisexual, intersex persons, transgender and gender non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be notified.