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Senior Operations Officer (National Position)

Bangkok | Dhaka | Kuala Lumpur

  • Organization: IRC - International Rescue Committee
  • Location: Bangkok | Dhaka | Kuala Lumpur
  • Grade: Junior level - Junior
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Requisition ID: req49473

Job Title: Senior Operations Officer (National Position)

Sector: Operations

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Bangkok, Thailand

Work Arrangement: In-person

Job Description

The Resettlement Support Center Asia (RSC Asia), funded by the US State Department Bureau of Population, Refugees, and Migration (PRM), assists persons throughout Asia seeking permanent resettlement in the United States. Responsible for a portfolio of 37 countries, RSC Asia: prepares refugee applications for the United States Refugee Admissions Program (USRAP) using START (a State Department–managed data system that supports the arrival and resettlement of refugees through technology); provides information to resettlement agencies about arriving refugees and offers cultural orientation training to refugees bound for the United States. RSC Asia is based in Bangkok Thailand, with sub-offices, in Kuala Lumpur- Malaysia, and Cox’s Bazar-Bangladesh.

Job Overview/Summary:

The Senior Operations Officer based in Bangkok, Thailand is mainly responsible for providing general administrative support in compliance with the IRC Standard Operating Procedures (SOP) and policies. The position will also support RSC Asia in terms of purchasing and finance in line with country program requirements.

Major Responsibilities:

Administrative support:

·Provide general administrative support to the RSC Asia staff, including assisting with ordering of office supplies, handling shipment of documents and files, supporting meeting setup and visitor agendas, and coordinating with the Operations team including finance, HR, and supply chain to facilitate the completion of internal documents, including obtaining the proper signatures and authorizations.

·Communicate with HR and cross-functional/operational support to facilitate the RSC office related to onboarding new joiners, preparation of workstations, IT equipment and office supplies to enable perform their business work. This is also included at the end of the assignment’s staff.

·File and maintain the RSC administrative files as well as ensure that all relevant records are complete and accessible.

·Oversee and check office supplies as well as non-IT equipment regularly and ensure compliance aspects.

·Ensure case files and package shipments are handled in a timely manner and under Integrity and Compliance guidance.

·Ensure the RSC Asia Organization chart is up to date and follow up with other points of contact to ensure alignment with each country's RSC Asia sub-office.

·Perform other duties as assigned by the supervisor, including a backup person in the team, in line with the scope of work.

Finance-related support:

·Prepare and submit necessary payments on a timely schedule to avoid delayed payments and ensure invoices are accurate.

·Manage monthly in-office cash advances to facilitate the RSC meetings, and ad-hoc office supplies and ensure the workflow of liquidation and support documents are cleared and in line with Integra requirements.

Supply Chain support:

·Facilitate the preparation of purchase requests (PR) for RSC activities in Integra, and ensure proper authorization is obtained prior to purchasing in compliance with the IRC Standard Operating Procedures (SOP) and policies.

·Manage and purchase all RSC items and supplies under 500 USD to meet the timeline and agreement as required.

·Maintain and keep updated on the procurement plan alignment with RSC activities under IRC SOP and policies.

Asset/Inventory support:

·Maintain and update RSC Asia Thailand office inventory and asset records, as well as work closely with the Office Support Manager on any asset movement and disposal.

·Provide and work closely with the IT infrastructure team to prepare the IT equipment and supply RSC rover staff in domestic/regional circuit rides.

Key Working Relationships:

Position Reports to:Senior Operations Manager

Indirect Reporting:None

Other Internal contacts:

Internal: All RSC Asia staff, IRC Thailand Operations and Administrative staff

External: Vendors and suppliers

Job Requirements:

Education: University Degree or equivalent combination of education and experience

Work Experience:

·Minimum two years office administrative experience.

Demonstrated Skills and Competencies:

·Solid organizational skills with the ability to handle multiple tasks simultaneously and prioritize them effectively.

·Proven skills in basic office administration and interdepartmental communication.

·   Excellent decision-making, analytical and problem-solving skills.

·Excellent computer skills, including thorough knowledge of Microsoft Office, including Word, Excel, Access, and Outlook.

·Previous experience with an international company or NGO or the US Refugee Admissions Program is preferred.

·Ability to work with minimum supervision and meet deadlines.

Language Skills:Fluency in both English and Thai, oral and written, is required.

Working Environment:

The position is located at the RSC Asia office in Bangkok and is primarily office-based.

Application Deadline: 7 March 2024

This vacancy is now closed.
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