Job Vacancy: Assistant Administrative Manager

ASIA INDIGENOUS PEOPLES PACT (AIPP)

REGIONAL SECRETARIAT

CHIANG MAI, THAILAND

 

Position:  Assistant Administrative Manager

Subject to: This call is applicable only in Thailand and applicants from member-organizations are encouraged.

Section:  Finance and Administrative

Duration of the Contract: 1 year with minimum 3 months to maximum 3 months’ probation. The contract will be renewed annually subject to performance and availability of funds

Reports to:  Administrative Manager

Duty Station:  AIPP Regional Secretariat in Chiang Mai, Thailand

Application deadline is on: 20 June, 2017

Date of interview: Only the shortlisted will call for interview on 26 June, 2017

Background:

The AIPP is a regional organization founded in 1988 as a platform for solidarity and cooperation among indigenous peoples in Asia. It actively promotes and defends indigenous peoples’ rights and human rights, sustainable development and management of resources, as well as environment protection.  For more details visit www.aippnet.org

Qualification

  • At least bachelor’s degree or equivalent in social sciences or other streams with relevant experience in administrative management
  • At least two years of work experience in administrative work
  • Experience of working with a local or national human rights and development organizations with excellent report writing skills, in Thai and at least inter-mediate level in English, and knowledge of admin reporting procedures
  • Ability to work in a multi-cultural, multi-ethnic environment with respect for diversity.
  • Ability to work independently and under pressure in a rapidly changing professional environment with the ability to remain calm
  • Diplomacy and good interpersonal skills.

 Main Tasks and Responsibilities

The Assistant Administrative Management shall support the Administrative Manager in accordance with the Operational Guidelines for Administration as outlined in the AIPP Organisational Manual in ensuring that:

  • AIPP has a sound and robust administration, which is facilitating the work of management and staff and focusing on service delivery to members and partners
  • Improved work environment for staff, interns and volunteers, including their welfare

The specific duties and responsibilities of AAM shall be to:

Office Administration

  • Assist in monitoring the implementation of the Administrative Guideline and provide timely feedback to the Admin Manager in relation to compliance
  • Assist in front office management and office communication
  • Coordinate the printing of AIPP publications with the printing press, and maintain soft copies of all publications
  • Assist the Admin Manager in the preparations of workshops and meetings or events, including logistics arrangements in and outside of Thailand
  • Coordinate and facilitate interpretation services
  • Manage the library of AIPP and coordinate with the Manager of INA House in ensuring the update-to-date maintenance of publications and resource materials at the AIPP Resource Center
  • Assist in the Admin Manager in the supervision of interns and or volunteers under the section
  • Assist in overseeing the maintenance of AIPP’s office building
  • Maintain daily work record, and prepare monthly, quarterly and annual work plan and reports for submission to the Admin Manager
  • Participate in the team meetings of admin section regarding preparation of work plan and updates, including arising issue and concerns relating to Admin work

Human Resource

  • Ensure the processing of work permits and visa of foreign staff, including interns and volunteers as needed
  • Assist in the filing of staff records such as work-permit, visa, health and travel insurance and house rent agreement etc.
  • Assist in staff settlement and welfare in consultation with the Admin Manager
  • Assist the Admin Manager in staff integration such as proper orientation regarding rules and regulation of Thailand for foreign staff and volunteers, and admin policy, guideline and procedures

Networking and Liaison with Thai members and Thai government

  • Coordinate and liaise with the Thai government relating to legal requirements for AIPP such registration of AIPP and preparation of individual staff reports and meeting minutes for submission to the District Office, including attending of meeting and activities organized by the Thai Government
  • Assist in networking with the member-organizations and partners in Thailand, including assisting in translation of documents and in providing interpretation as needed

Salary rate shall be based on the salary criteria approved by the Executive Council of AIPP

Interested indigenous persons from Asia (applicants from member-organizations are encouraged) can submit application (indicating ethnicity) together with updated CV with at least two references with complete contact details (including email address and, phone number) and two reference letters following email addresses: Ms. Saowalucksaofina@aippnet.org and Ms. Chanda: chanda@aippnet.org

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