Description
The Administration Officer manages the day-to-day operations and administration of the office, ensuring that services to staff, visitors, and the Operations team run smoothly.
Responsibilities:
- Manage travelling arrangements for staff and visitors, including booking accommodation and arranging transportation
- Prepare weekly updates on staff/visitor travel
- Welcome visitors, vendors, and staff as receptionist
- Update the bulletin board on a monthly basis
- Prepare job-related payments (travel, meetings)
- Update contact information for the Tak governor, NGOs, and INGOs
- Conduct administrative orientation for new IRC staff on Travel Request Regulations and Procedures
- Maintain and track office equipment
- Prepare administrative documents related to meetings, workshops, and assigned activities
- Coordinate with Finance and Supply Chain teams regarding payments, advances, procurement, and settlement documentation
- Assist in collecting, verifying, and filing supporting documents required for procurement and payment processes
- Create Procurement Initiation Forms (PIFs) in the Integra system
- Coordinate with vendors and service providers
- Assist Supply Chain with receiving, checking, and distributing goods
- Reviewing and updating the Staff List and Calling Tree on a monthly basis
- Manage office rent, maintain and update lease agreements, deposits, payments, and other documentation
- Support the Operations and Program team in organizing workshops, meetings, trainings, and events in Mae Sot and other locations
- Provide on-site administrative support during meetings
- Assist with participant coordination, venue arrangements, transportation, accommodation, registration, and meeting logistics
- Prepare meeting materials and maintain records and documentation of activities
- Supervise the Cleaner, including establishing performance objectives, capacity building, and monitoring
- Ensure filing is properly organized and updated regularly
- Manage and maintain office cleanliness and orderliness
- Provide general administrative support to the Operations team as needed
- Support special events and other related assignments as requested by the supervisor