Back Logistics and Operations Support Associate

Job Summary:

In charge of the whole travel process including travel management, accommodation arrangement, visa application, etc. ensuring the consistency with applicable rules and regulation, including but not limit to organization policies, funder and funder provisions, cost guidelines and local law. Responsible for general administrative duties and provide assistance in Assists in procurement function as assigned.

KEY RESPONSIBILITIES AND DUTES:

Logistical function includes but not limit to: (70% of time)

Follows travel procedures in coordinating travel for FHI 360 employees to ensure travel needs are met within the applicable policies and budget availability.

Process travel authorization forms (EA) in line with FHI 360’s travel policy and procedure, as needed and the distribution of tickets for FHI 360 personnel.

Arranges international air tickets, hotel reservation and necessary logistical arrangements.

Serves as the liaison with airline, hotel, and car rental personnel to book travel arrangement and resolve discrepancies.

Coordinates with designated travel agency to track and process unused tickets and establishes procedures for refunded tickets.

Provides support on offsite tasks such as accompanying FHI 360 staff and expat staff to apply for visa at Consular Office.

Reviews travel expense report package ensuring of the completeness of documents before submitting to accounting department.

Prepare monthly reconciliations of master billings with airline charges, hotel charges, rental car charges, travel insurance and travel related billings.

Maintains travel database reported by the travel agent and process invoices for Finance Department

Procurement duties include but not limit to: (15% of time)

Expedites orders for office supplies through working in collaboration with the Procurement Officer.

Contacts office suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.

Monitors all contracts including Purchase Orders and Consultant Agreements ensuring orders/services, consultant’s level of efforts regardless of projects are submitted per the established schedules and if modification is required ahead of time

Serving as a custodian of APRO asset updating and maintaining an accurate and current fixed asset register including affixing the identification tag, asset movement, asset disposals, damaged assets and assets lost or thefts.

Assists in reviewing the delivery receipt note and invoice from vendor and coordinates with the requisitioner ensuring the goods/services meet requirement.

General administrative function includes but not limited to: (15% of time)

Exhibits polite and professional communication via phone, e-mail, and mail.

Arranges “Tele-conference” and “Audio-conference” as needed.

Provides support and coordinates for internal meetings ranging from reserving APRO’s conference rooms, room setting up, audio visual function through working with IT Team, to catering service ensuring that the meetings are handled smoothly.

Coordinates and compiles shipment clearance documents with shipping agent or couriers.

Compiles supporting document for supplier’s invoices to Finance Department.

Ensures that office areas and meeting rooms, office equipment and utilities are in good operating conditions and arranges for necessary schedule repairs.

Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, working with administrative officer in placing and expediting orders for supplies.

Receives and examines the delivered supplies and invoices before submitting to payment.

Prepares telephone usage report for Finance Department.

Performs other relevant duties as assigned.

Applied Knowledge & Skills:

• Ability to manage multiple tasks simultaneously with accuracy and on a timely basis
• Good command of written and spoken English language.
• Good typing skills both Thai and English.
• Good organizational, administrative, and planning skills.
• Knowledge of computer software programs, such as MS Products (MS NT and MS Office)
• Ability to work with others effectively.
• Able to work with cultural differences and understanding the ethical issues surrounding

  Problem solving & Impact:

  • Works on problems that are diverse in scope and require judgment in resolving or making recommendations.
  • Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
  • Decisions made generally affect own job or specific functional area.

    Supervision Given/Received:

    • Limited supervision.
    • May coordinate workload with other support staff across department(s).
    • No instruction needed on routine work and general instructions with periodic work review
    • given on new work or special assignments.
    • Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
    • Contacts involve obtaining or providing information or data on matters of moderate

      importance to the function of the department or which may be sensitive nature.

      Education:**

      Bachelor’s Degree with an emphasis in business or human resources preferred

      Experience:**

      • 4-6 years of travel coordination and administrative support experience.
      • Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
      • Must be able to read, write and speak fluent English and Thai.
      • Prior experience working in a non-governmental organization (NGO) is an advantage

        Typical Physical Demands:

        • Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

          Travel Requirements:

          5%-10%

          **Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

          This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

          This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

          FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

          Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

          FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
          
          FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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