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Administrative Assistant (Thai citizen only) - JRS Thailand (Urban Refugee Programme)

The Administrative Assistant reports to the URP Project Director and is responsible for assisting with preparation of financial documents, maintaining cash controls and personnel administration, purchasing, maintaining accounts payable and managing office operations. The Administrative Assistant is a key member of the URP Project and supports URP staff with administrative and financial services on a regular basis.


Location
Bangkok, Thailand

Report to
Project Director

Responsibilities
Financial administration
 
• To administer and monitor the financial system in order to ensure that the URP financial system is maintained in an accurate and timely manner.
• To assist the Project Director with preparation of the monthly forecast.
• To assist URP Caseworkers with preparation of payment lists for financial assistance for clients.
• To provide financial assistance to clients and maintain accurate financial records.
• To ensure data is accurately entered into the URP record system in a timely manner. 
• To prepare and submit to the Project Director accurate monthly reports on financial assistance for clients. 
• To administer payment to interpreters and maintain related financial files and records.
• To provide emergency assistance payments to clients as requested.
• To complete financial accounting data entry, maintain accurate accounting records and provide hard documents to the Country Office Finance team.

Administrative  Supports 

To order stationary supplies for URP and keep regular records. 
• To maintain the filing, storage and security of documents.
• To manage the repair and maintenance of computer and office equipment.
• To prepare documents as per donor requirement (as requested by Project Director).
• To organize and arrange meeting rooms. 
• To record the timeline of staff on the whiteboard to hard copy
• To prepare the work plan and time sheet and record to annual leave, sick leave for HR and Finance 
• To record the interpreters list on the database 
• To record the refugee/ asylum seeker personal information from the beneficiary card to the database  

Administrative Coordination 
 
• To assist non-Thai speaking project staff members to coordinate with the Thai government, Thai landlords and local Thai NGOs, FBOs.
• To coordinate with Country Office HR and Finance teams.
• To perform other related duties as required.


Qualifications
• Minimum High Vocational Certificate required, in commerce and accountancy or related field.
• Strong commitments to serve, accompany, and advocate on behalf of urban refugees and asylum seekers.
• Fluent in written and spoken Thai.
• Fair spoken and written English. 
• Strong computer skills including Microsoft Office and the ability to operate spreadsheet, financial software and word processing programs.
• Experience in office administration, accounting and bookkeeping.
• Ability to maintain strict confidentiality in performing the duties of the Administrative Assistant.
• Honesty, trustworthiness, and time management skills.
• Strong teamwork skills, ability to work successfully in a multi-cultural and flexible environment, and ability to handle multiple priorities.
• Willingness to travel to/from sites and ability to use public transport to/from clients’ residence as needed.


Conditions
- Thai citizen only
- Starting date: as soon as possible 
 
This position offers a localised salary with insurance, health and other benefits. Interested candidates must apply by sending cover letter and CV (including 3 references) and address how they satisfy the criteria described above. 

Applications are to be sent to “job.urp_adminassistant@jrs.or.th” and "hr@jrs.or.th".  Applications close on 17 May 2018. Only short-listed candidates will be contacted.


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