Senior Administration Officer - USAID Southeast Asia Smart Power Program - TH (Contract)

Date: 11 Sep 2024

Service Line / Portfolios: Core Business Operations

Location:Bangkok, TH

• Liaise with project team to identify procurement needs.
• Support and manage vendor relationships and the procurement of goods and services in accordance with USAID rules and regulations.
• Support competitive bidding, proposal evaluation, assessment of quotations and vendor selection processes.
• Provide inputs for continuous improvement of procurement processes, procedures and systems and coordinate with other departments as appropriate.
• Maintain proper filing and record keeping for procurement activities.
• Keep track of vendor performance, cross check and translate supplier invoices for all ordered and supplied goods and services, and provide all required backup documentation to the Finance and Operations manager as appropriate.
• Support Event Organization, including the procurement of services and supplies for trainings/workshops/seminars/events & field visits in accordance with the work plan.
• Keep track of project inventory such as office furniture and equipment and facilitate asset monitoring and checks from project leadership.
• Coordinate with home office on inventory tracking per firm policies and procedures.

• Provide travel support (lodging, transportation, etc.), ensuring necessary logistics & travel insurance are in place.
• Perform market research and support travel planning for field visits.
• Prepare international travel requests for approval, facilitate e-country travel clearances, maintain emergency contact information.
• Coordinate transport requests for SPP advisors and staff.
• Liaise with travel agents and hotels, and ensure compliance with federal travel rules and regulations Coordinate with Deloitte Thailand and USAID to support visa renewal processes for expatriate staff.
• Coordinate with Thai government counterparts on access/entry requirements, visa processing, clearances for study tours, and other administrative requirements.

• Maintain office efficiency by implementing office operations and systems, layouts, and equipment procurement if required.
• Maintain updated and accurate filing systems; implement effective administrative systems, such as record management and analysis of office maintenance, kitchen and office supply expenditures to help manage the budget.
• Ensure the office is fully equipped with the necessary supplies.
• Maintain the list of vendor contracts (e.g. generators, AC’s, plumbing, electricity, and janitorial services).
• Monitor and ensure the timely repair and maintenance of office equipment and assets.

• Liaise with the Regus office team to maintain proper facility arrangements and keep track of all meeting room bookings.
• Help maintain and periodically test security and communication measures.
• Support the delivery of security, fire, and other safety trainings and briefings for staff.
• Implement security policies and procedures and ensure compliance.

• Liaise with technical staff regarding the project’s administrative needs.
• Report to the Finance and Operations Managers and assist them with related responsibilities.
• Proactively respond to project staff inquiries and complaints.
• Contribute and foster a positive working environment.

• Fluent in written and spoken Thai
• Professional level of written and spoken English
• Bachelor’s Degree in related discipline required
• Minimum 3 years’ work experience required in similar or progressive roles
• Strong knowledge and background in US government contracting procurement procedures
• Knowledge of US government travel regulations
• Experience with office management, event management, security, and administration
• Experience working in procurement and administration within the donor-contractor industry; USAID or US Government experience is strongly preferred
• Team player, willing to take direction from leadership and work well with others
• Strong organizational and interpersonal skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word, Excel, and MS Power Point
• Strong interpersonal skills and writing skills
• Flexible and adaptive personality
• Experience with donor project start-up and closeout, and asset management strongly preferred

Requisition ID: 105357