Operations Officer (National Position)

Job Overview/Summary:

The Operations Officer will be responsible for the provision of efficient, high quality operations support to IRC staff in Sangklaburi, Kanchanaburi Province. The role will work for effective and timely maner in compliance with IRC guiding principles. To ensure all Supply Chain responsibilities i.e. Procurement, warehouse, Asset and vehicle management, to ensure Finance responsibilities, to ensure HR responsibilities in term of visa, work permit and camp pass and Administrative responsibilities. The role will also work to coordinate with the operations and Finance team in Ratchaburi and Bangkok office.

Major Responsibilities:
Supply Chain
-Manage Pharmacy warehouse as per IRC Supply Chain SOPs
-To ensurethe procurement tasks are in timely and proper process
-To ensure asset, inventory are updated and properly controlled
-To ensure vehicle management are properly controlled
Procurement
-Ensure Purchase Requests and Travel Request is approved by Budget Holder prior to submit to the Finance & HR Manager
-Manage the procurement tasks are in timely and proper process
-Conducting the goods/services receiving and material releasing to requestors for SKB office/warehouse
-Prepare Payment Request to be paid for all suppliers to Finance & HR Manager by weekly basis
-Ensure that all payment request and all related documents are kept in designated folder or files before sending to Finance & HR Manager
-Prepare Purchase Request Tracking Report and submit to Field Coordinator and Senior Supply Chain Officer by 3rd of the month
-Maintain the supplier files ensuring all relevant records are completed and accessible
-Handle for all printing such as forms, staff business card or external photocopying
-Coordinate with driver to arrange Oxygen & Gas supplies for delivery into the camp as per program request
-To ensure annual procurement plan from program team are completed

Vehicle
-Supervise and monitoringthe IRC Vehicles management as per IRC SOPs
-Coordinate with Lead driver to schedule all vehicle maintenance
-MonitoringVehicle Log Sheet
-To report vehicle and generators fuel consumption and maintenance to Senior Supply Chain Officer
-To update the Vehicle Monthly Report with Running Cost and Mileages by 3rd of the month

Asset
-Ensure that registration, request asset tags and tracking of assets are completely done
-Issue the equipment issue/equipment receive with asset tag number to requestor for signing
-To update the Asset Monthly Report to Senior Supply Chain Officer

Warehouse
-Conducting the goods/services receiving and material releasing to requestors for SKB office/warehouse/camp
-Ensure all day-to-day inventory transaction (stock card, bin card, inventory reports and related documents) are updated on a real-time basis with accuracy
-The pharmacy inventory report, consumption report and inventory report by Expiry Date are always updated with accuracy and send report within due date
-Manage and control the pharmacy warehouse both at SKB Main warehouse and in BDY camp and adhere tothe IRC Warehouse Management SOPs
-Conducting bi-monthly and year-end inventory count, update and report properly
-Organize the distribution of essential drugs and medics supplies to the camp, to avoid stock outs in the camp clinics
-Cooperate with Thai MOPH in the distribution of drugs to camp and quality checking
-Monitor any inventory shortage and provide on-time, and report to Medical Manger and Supply Chain Manager.
-Communicate often and clearly with Health and Supply Chain team.
-Adhere to IRC global and national policies and procedures


Camp pass, Visa and Work permit

-Prepare local camp pass applications for staff, visitor, donor and other individual who plan to work and visit Ban Don Yang refugee camps and local camp pass applications for material entering Ban Don Yang refugee camp.
-Prepare annual camp pass applications for staff based in Sangklaburi and submit to HR Bangkok
-Prepare documents related to visa, work permit extension and keep tracking of visa, work permit expiry date for staff and dependents
-Escort staff and dependents to do visa at immigration and work permit at Labor department
-Provide guidance and update any change on Thai visa and work permit information to staff.
-Build close relationships with related Thai authorities; Immigration office, Ministry of Labor and Sangklaburi district office.
-Coordinate with HR member in Bangkok and Chatpawai to complete documents for camp pass, visa and work permit.

Finance
-Process all BDY office petty cash transactions and ensure that:
The IRC policies and donor regulations are adhered to.
Expenses are allowable as per specific donor regulations.
The charging codes for payments submitted are correct.
The calculations are correct. (This includes test of the mathematical accuracy of invoices, receipts and supporting documents to payments).
The relevant supporting documents are attached in compliance to the IRC and the donor’s policies, procedures and regulations and ensure proof of receipt of goods and services before payment maid.
The request is approved by authorized person.
Stamp all transactions as “PAID” once each transaction has been processed and is ready for filing.

-Preparation of petty cash transaction register for BDY office and submit to TH office every Friday for consolidation.
-Preparation of BDY office monthly cash account reconciliation and monthly cash projection.
-Cash custodian of BDY office for cash on hand, perform and document weekly and month-end cash counts.
-Assist with clearance of all staff advance/receivable balances.
-Follow-up on any outstanding transactions including invoices and outstanding advances/receivables.
-Ensure calculate withholding tax in compliance with the revenue’s rules and regulations.
-Prepare the cash disbursement of BDY CBA stipend and ensure supporting documents are valid and correct.
-Assist Finance Manager to perform other duties as requested.

Admin
-Ensure SKB office security management effectively
-Prepare payment requests all communications office telephone, mobile, internet including hotel, office rents,utilities and others.
-Assist in preparation all support document for camp pass required for staff and visitors for monthly as requested.
-Conduct booking of domestic air and bus tickets for all Thamhin staff, other field office staff and IRC visitors as requested
-Arrange hotel, domestic and international flight reservations for IRC staff and visitors in Ratchaburi location.
-Keep tracking for hotel booking & invoice for IPD & RSC staffs & visitor for prepare in advance for payment process.
-Conduct proper arrangement of post and shipping of items to Bangkok and to other field sites as needed.
-Ordering of Thamhin Office Stationary is well organized.
-Update information board on a timely manner.
-Document and registrationletter in / out

Key Working Relationships: Perform other duties as assigned by supervisor

Position Reports to:  Field coordinator
Position directly supervises:Drivers, Maid
Indirect Reporting: Supply Chain Manager and Finance Manager

All applications will be treated confidentially and not returned. The IRC considers all applicants on the basis of merit without regard to race, national origin, religious beliefs, sexual orientation, age, marital status or physical or mental disability. The IRC is an equal opportunity employer