Senior Coordinator, Administration, Thailand

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For over 25 years, IJM has pioneered the work to protect vulnerable people from violence. As we grow to expand our impact to protect 500 million people from violence by 2030, we are seeking a Senior Coordinator, Administration, Thailand to effectively manage and execute administrative activities, systems and processes for the efficient functioning of IJM Thailand.

This position is based in Bangkok, Thailand and reports to the Head of Human Resource & Administration, Thailand.

Responsibilities

Strategy & Knowledge Development & Implementation

• Assist the Head of HR & Administration in aligning and executing administrative processes and systems for the IJM Thailand office;
• Provide constructive input and feedback regarding administrative functions of the office to the Head of HR & Administration.

Policies and Procedures

• Implement new or updated administration-related policies and procedures to be aligned with IJM global policies and procedures;
• Evaluate and recommend changes or improvements to administration-related policies and procedures.

Procurement and Contract Management

• Coordinate with IJM regional procurement team to provide purchasing guidelines for the organization;
• Prepares and process requisitions and purchase orders for all materials, supplies and equipment for the organization;
• Assist the other departments with all stages of the procurement process;
• Providing contract administration support for organisation and ensuring compliance with contract requirements.

Training and Development

• Assist in the identification and development of training needs for administration team staff;
• Support in the organisation of training sessions or workshops.

Documentation, Reporting & Data Management

• Maintain, update, and develop IJM Thailand Administrative manual, documenting all existing and updated administrative policies and processes;
• Maintain effective and accurate internal filing systems and to ensure safekeeping of confidential materials;
• Assist in the maintenance and updating of insurance documents and renewal schedules.
• Running and analysing inventories of all assets.

General Statutory Compliance

• Work with IJM global governance team to provide necessary updates, information and documentation regarding office registration, board members, quarterly statutory reports, and other requested information;
• Prepare necessary updates, information and documentation as requested by Thai government agencies to ensure general organisation compliance to statutory regulations and requirements;
• Support other department heads in administrative matters to help ensure general organisation compliance to internal and external requirements.

Events and Logistics

• Plan and implement office events, trainings, and retreats;
• Coordinate the hosting of internal and external visitors to IJM Thailand office and events;
• Liaise with and manage external events and logistics service providers/vendors.

Clerical and Administration / General Tasks

• Process, prepare and ensure international staff/fellows/interns receive, renew or cancel required work permits as per Thailand’s government regulatory and statutory requirements;
• Support in the review/renewal of office unit lease, vehicle registration, general supplier and insurance agreements;
• Manage procurement and inventory of office equipment, computers, vehicles, stationeries, supplies and other assets;
• Oversee office equipment maintenance, improvements and repairs;
• Ensure office vehicles are in good working condition, properly maintained, and well-stocked with required safety-related supplies at all times;
• Support other department heads in relevant administrative matters;
• Work with the IJM global and regional technology services team and/or external contractors to ensure the office network system is secure and well-functioning;
• Develop and maintain healthy relationships with vendors, negotiate agreements for services, and calls for bids;
• Oversee the day-to-day operations of the department and recommend procedural changes to improve department efficiency.

Requirements:

• Bachelor’s degree;
• At least 5 years of experience in office administration;
• Good knowledge of best practices and efficient processes in office management and administration;
• High proficiency with Microsoft Office applications, particularly Outlook, Word, Excel and PowerPoint;
• Effectively bilingual in English and Thai (written and verbal)
• Excellent organisation and time management skills;
• Meticulous and high attention to details;
• Delivery of accurate work;
• Ability to prioritize tasks and meet deadlines;
• Strong analytical and problem-solving skills;
• Good project management skills;
• Good supervisory and communication skills

Critical Qualities:

• Interpersonal Skills
• Team Player
• Problem Solving
• Integrity
• Positivity

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy and Code of Conduct. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasis to assessing the candidates value congruence and thorough background, police clearance and reference check processes.