Administration Officer

Background of the project

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 Administration Officer manages the day-to-day operations and administration of the office, ensuring that services to staff, visitors, and the Operations team run smoothly. The role is responsible for the smooth running of the Operations department, well-organized travel arrangements, and the accurate preparation of all documentation related to payments.

Major Responsibilities:

Travelling

• Book and manage accommodation for staff and visitors coming to Thailand, following the IRC Thailand Travel Procedure.
• Arrange transportation by coordinating with travelers, agents, and the logistics team.
• Maintain and update information on transportation routes, airline ticket bookings, and hotel bookings.
• Prepare a weekly update on staff/visitor travel and share it with concerned staff every Friday.

Administrative/Operations

• Welcome visitors, vendors, and staff as receptionist.
• Update the information on the bulletin board on a monthly basis.
• Responsible for preparing all job-related payments (travel, meetings).
• Update contact information for the Tak governor, NGOs, and INGOs as changes occur.
• Conduct administrative orientation for new IRC staff on Travel Request Regulations and Procedures.
• Maintain and track office equipment (LCD projectors, video cameras, copy machines) in proper working condition.
• Prepare administrative documents related to meetings, workshops, and assigned activities.
• Coordinate with Finance and Supply Chain teams regarding payments, advances, procurement, and settlement documentation.
• Assist in collecting, verifying, and filing supporting documents required for procurement and payment processes.
• Create Procurement Initiation Forms (PIFs) in the Integra system for office supplies, equipment, workshops, meetings, and other operational needs.
• Coordinate with vendors and service providers as required.
• Assist Supply Chain with receiving, checking, and distributing goods.
• Reviewing and updating the Staff List and Calling Tree on a monthly basis and distributing the updated information internally.
• Manage office rent, maintain and update lease agreements, deposits, payments, and other documentation

Workshop and Meeting Support in Mae Sot

• Support the Operations and Program team in organizing workshops, meetings, trainings, and events in Mae Sot and other locations.
• Provide on-site administrative support during the meeting as needed.
• Assist with participant coordination, venue arrangements, transportation, accommodation, registration, and meeting logistics.
• Prepare meeting materials and maintain records and documentation of activities.
• Coordinate with vendors and service providers as required.

Staff Management

• Supervise the Cleaner, including establishing performance objectives, capacity building, and monitoring.

Other Duties

• Ensure filing is properly organized and updated regularly.
• Manage and maintain office cleanliness and orderliness.
• Provide general administrative support to the Operations team as needed.
• Support special events and other related assignments as requested by the supervisor

Key Working Relationships:

• Position Reports to: Deputy Budget and Operations Coordinator
• Technical Oversight/Support by: Head of Office
• Technical Oversight/Support to: Programs and Operations staff
• Supervises: Cleaner

Job Requirements:

Education:

Bachelor’s degree in Business Administration, Management, Public Administration, Hospitality Management, Event Management, or a related field.

Work Experience:

Minimum three (3) years of relevant experience in administration, event coordination, workshop management, logistics, or related fields.

• Experience supporting conferences, workshops, meetings, or training events.
• Experience working with NGOs, INGOs, UN agencies, or international organizations is preferred

Demonstrated Skills and Competencies:

• Strong organizational and planning skills.
• Excellent coordination and interpersonal communication skills.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Ability to work independently and under tight deadlines.
• Good problem-solving and time management skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and virtual meeting platforms.
• Ability to maintain accurate records and documentation.

Language Skills:

• Strong organizational and planning skills.
• Excellent coordination and interpersonal communication skills.

Working Environment:

The position will be based in Mae Sot District, Tak Province, with some travel to the Mae La, Umpiem, and Nupo Temporary Shelters in Tak.

Standard of Professional Conduct:

The IRC and IRC