Admin Assistant

Job title: Admin Assistant

Location: Chiang Mai, Thailand

Contract period: One year with a possibility of renewal.

Start: As soon as possible after the candidate’s selection

BACKGROUND

The spillover of infectious agents from animals to humans in recent decades has had a significant impact on the health of humans, animals, and our environment. To minimize the impact of future pandemic threats, the Southeast Asia One Health University Network (SEAOHUN) was established in 2011 with support from the U.S. Agency for International Development to develop a resilient and competent One Health workforce to effectively prevent, detect and respond to infectious disease threats by leveraging education, research, and training excellence provided by member universities.

Since its establishment, SEAOHUN has expanded network membership from 10 universities in Indonesia, Malaysia, Thailand, and Vietnam to over 99 universities in eight countries, including the four founding countries plus Cambodia, Lao PDR, Myanmar, and the Philippines. The expansion was made possible with the support of Korea International Cooperation Agency (KOICA), U.S. Department of State (DOS) through its Lower Mekong Initiative (LMI), and USAID. Our university members come from multiple disciplines connected to the health of humans, animals, and their ecosystem.

Our regional programs promote and facilitate collaborative activities among the countries with an emphasis on improving One Health education and research. Examples of our educational initiatives include the development of One Health core and technical competencies, competency-based education, research capacity to provide an evidence-base for One Health advocacy, One Health student clubs, and other experimental learning activities.

The SEAOHUN Secretariat based in Chiang Mai, Thailand, is the coordinating body for all the country networks. The Secretariat manages subawards with the country networks, facilitates SEAOHUN Executive Board meetings and regional activities, strengthens One Health University Networks in Southeast Asia through capacity building activities, and partners with national, international and non-governmental organizations to build the next generation of One Health leaders. The Secretariat represents interests of its country networks at global and regional meetings/conferences/forums such as Global Health Security Agenda (GHSA), Southeast Asian Ministers of Education Organization (SEAMEO), and ASEAN+3 Field Epidemiology Training Network (FETN). SEAOHUN has partnered with Zoetis and Pfizer to address the growing threat of antimicrobial resistance (AMR), and with Chevron to strengthen One Health education in Southeast Asia.

For more information, you may visit https://www.seaohun.org/ and http://facebook.com/seaohun.

DUTIES AND RESPONSIBILITIES

Under the overall supervision of the Office Manager, the Administrative Assistant will support daily office management and support SEAOHUN in administration, logistics, procurement, human resources, visa and work permit, and foundation registration records. S/he will undertake the following tasks:

Support preparation and management of travel and logistics to support regional operations and program activities.

Support the procurement process, including vendor development and management, contract negotiation and renewal, to be in compliance with SEAOHUN manuals, USAID rules and regulations, and the other donors’ rules and regulations, and maintain the procurement documents and files.

Support day-to-day office management to ensure the security of assets and appropriate use of office supplies, equipment, and compound.

Assist expatriate staff/volunteers in preparing and completing necessary paperwork for visa and work permit.

Maintain all SEAOHUN Foundation registration’s documents both hard copies and electronic files and coordinate with the government to update as needed.

Ensure that SEAOHUN administrative forms are up-to-date and used when applicable and recommend necessary changes to the forms for smoother office management.

Support the recruitment process.

Perform other tasks as assigned.

QUALIFICATIONS AND REQUIREMENTS

Bachelor’s degree in business administration, management, or related field from a recognized college or university.

At least two years’ work experience in coordinating and administrative services, logistics and office management.

Experience working with government agencies, intergovernmental agencies, academic universities, or NGOs is preferred.

Experience working with USAID procurement requirements and rules and regulations is an asset.

Be a citizen of Thailand.

Basic communication skills in English.

Self-starting, ability to take initiatives and work with minimal supervision are required.

Ability to work both independently and in a team in a multicultural environment is necessary.

Skills in Microsoft Office/Google and email applications and internet navigation are required.