Program Support Administrative Officer (National Position)

Requisition ID: req6254

Job Title: Program Support Administrative Officer (National Position)

Sector: Administrative/General Office

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Bangkok, Thailand

Job Description

Background/IRC Summary:

The IRC has a rich history of assisting refugees to apply for U.S. resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.

Based in Bangkok with three field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout East Asia seeking permanent resettlement in the United States.  The RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.

Job Overview/Summary:The Program Support Administrative Officer (PSAO) provides general administrative support to and serves as the travel focal point for RSC staff and IRC visitors.  The PSAO will also support fellow Program Support team members by providing back-up support for case creation and scheduling, as well as interpreter scheduling as needed.

Major Responsibilities:
-Provide general administrative support to RSC staff, including assisting with ordering of office supplies, handling shipment of documents and files, supporting meeting setup and visitor agendas, coordinating with Admin/Operations colleagues, including Finance, HR, and Supply Chain, to facilitate the completion of internal documents, including obtaining the proper signatures and authorizations.
-Compile and share with staff the weekly Key Supervisor/Traveling Staff schedule.
-Facilitate the preparation of travel requests for RSC staff as needed, and ensure proper authorization is obtained prior to travel booking.
-Act as the travel focal point for RSC staff and visitors.Ensure international/domestic travel and accommodation is arranged in a timely manner according to approved travel requests and per IRC policy.
-Coordinate with contracted travel agency to complete required bookings and ensure they are completed in a timely and professional manner.
-Ensure all international flights comply with donor regulations, including the “Fly America” and “Open Skies” Acts.
-Assist in advising staff of necessary visa requirements based on travel destination and procuring visa support letters when necessary.
-Ensure that document and package shipments are handled in a timely manner and per IRC policy.
-Review travel and shipping invoices from vendors to ensure accuracy prior to submit payment requests to Finance to facilitate timely payments.
-Assist to other Program Support staff as needed in helping with case creation, scheduling and Library.
-Maintain the Program Support unit’s travel and administrative files ensuring that all relevant records are complete and accessible.
-Represent RSC positively and professionally in both internal and external relations and situations.
-Performs other duties as assigned by supervisor.

Key Working Relationships:

Position Reports to:  Program Support Manager
Indirect Reporting:  None
Other Internal contacts: Admin/Operations staff

Qualifications

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 organization 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.
Certificates or Licenses: Not required.

Working Environment:The position is located at the RSC office in Bangkok and is primarily office based.
The employee is required to adhere to “The IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.