Office Maanager

Job title: Office Manager

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 Executive Director, the Office Manager will assist the Executive Director to manage office, human resources, and logistics. S/he will undertake the following tasks:

Office Management

• Oversee daily office operations, including office and equipment maintenance, providing operational support to the SEAOHUN team.
• Supervise Admin Assistant and Office Maid.
• Ensure cleanliness of workspace and office premise.
• Coordinate and manage ordering of office supplies, including stationery and business cards.
• Work closely with Senior Accountant to ensure all office related expenses are being paid on time.
• Work with Admin Assistant to verify office inventory and asset at least annually.
• Provide recommendations and support the Executive Director in the development and update of SEAOHUN policies and procedures for efficient office operations at least annually.

Human Resources Management

• Manage BambooHR (HR management software) to ensure all records are accurate and current.
• Oversee the timesheet submission and leave tracking processes of SEAOHUN staff and consultants and ensure completeness and accuracy of transactions.
• Coordinate listing of public holidays in all countries where SEAOHUN staff is presence.
• Monitor staff, consultancy, rental and other office contracts and prompt point persons/supervisors when the contracts are up for performance evaluation and renewal. This includes working with Admin Assistant to ensure that foreign staff members’ visa and work permit are renewed on time, and collaborating with Finance Team to apply/cancel a monthly contribution to the Social Security Fund and tax withholding.
• Serve as a focal point for new employees, including on boarding, organizing an orientation in coordination with relevant staff, and orienting them on logistics and administrative policies.

Logistics Management

• Lead the organization of events (e.g., workshops and conferences) and meeting logistics as requested and in coordination with program staff.
• Prepare and manage travel and logistics to support regional operations and program activities with the support of Admin Assistant
• Ensure all procurement processes, supported by Admin Assistant, are in compliance with SEAOHUN manuals, USAID rules and regulations, and the other donors’ rules and regulations.

Perform other tasks as assigned.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor’s or higher degree from a recognized college or university with a major study in business administration, management, or related field.
• At least five years’ progressive work experience in office and operations management with two years in supervisory positions.
• Experience working with government agencies, intergovernmental agencies, academic universities, or NGOs is required.
• Experience working with USAID granting requirements and rules and regulations is strongly preferred.
• Demonstrated experience in managing and organizing multi-country events/workshops/conferences with excellent organizational skills and attention to detail.
• Proven ability to concurrently handle and prioritize multiple tasks for multiple projects.
• 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.
• Fluency in English oral and written communications. This includes networking, negotiation, and diplomatic skills.
• Basic communication skill in Thai is an asset.
• Experience working in Southeast Asian countries is necessary.
• Skills in Microsoft Office/Google and email applications and internet navigation are required.