Job Title:                             Administrative and Finance Officer

Type of Contract:                Full-time employment position with open end contract 

Departments:                      Finance Departments

Location:                             Bangkok, Thailand (with punctual missions in Chiang Mai)

Expected Start Date:          July 2025

ROLE AND RESPONSIBILITIES:

The employee will work closely with the Bangkok team and the Finance Department based in Chiang Mai. The main responsibilities include the execution and oversight of procurement activities to ensure cost-effective, timely, and compliant acquisition of goods and services.

Procurement Responsibilities

• Ensure procurement processes comply with organizational policies, donor regulations, and applicable laws

• Prepare bidding documents, evaluate quotations/proposals, and ensure proper documentation aligned with BDF policies.

• Support the team in Bangkok to navigate through procedures

• Support the maintenance of up-to-date records of procurement transactions and contracts.

• Monitor supplier performance and ensure timely delivery of goods and services.

• Liaise with vendors, service providers, and internal teams to meet procurement needs.

• Participate in finance team meetings and provide technical input.

• Assist in developing framework agreements and preferred supplier lists.

• Ensure transparency, fairness, and accountability throughout the procurement process.

• Maintain accurate records of all payments made by the Bangkok office, liaising with staff and suppliers as necessary.

• Liaise with the Chiang Mai team and send documents via post weekly/ as needed.

Administrative and HR Support

• Ensure a well-maintained working environment in the Bangkok office by coordinating with external service providers (e.g., cleaning, maintenance, etc.).

• Support the Director of HR and Public Relations and collaborate with the HR and Admin team to carry out administrative tasks (including support in recruitment and onboarding, internal communication, and coordination with the company to handle visa/work permit management). 

• Coordinate organizational administrative functions and maintain proper document management, including staff contracts, visa and work permit records, tax documents, criminal background checks, and other required documentation.

• Provide additional assistance with tasks as needed by the organization and the management team.

QUALIFICATIONS

• Nationality:  Thai 

• Language requirements: Fluent in Thai, Good command of written and spoken English & Thai. 

EDUCATION/ EXPERIENCE  

• Studies: Bachelor’s or Master's degree in any of the relevant fields:  Procurement and/or Finance related, Supply Chain Management, Business Administration, or a related field. 

• Professional Experience: Minimum 2 years of experience in related field. Experience in accounting and work related to NGO are considered as assets. 

 OTHER SKILLS AND COMPETENCIES:

• Attention to details and meticulous

• Ability to work independently with a deadline, ability to provide and receive positive criticism in a constructive manner, highly motivated, flexible and interested in humanitarian missions.

• Committed to social work/child welfare, dedication for non-profit work, communication and human relations skills.

• Teamwork ability, flexibility on working hours, tolerance & human values, highly motivated, positive energy & spirit.

WORKING HOURS: Full-time contract (onsite) from Monday to Friday with occasional weekend and evenings

SALARY & COMPENSATION: Start from 25,000 ++ (To be defined based on experience and qualifications in alignment with the organization salary scale).

*** Important: Only a complete application (Resume + cover letter specific to motivation and relevance for this position) will be considered. *** Only short-listed candidates will be contacted for an interview in English and Thai. 

Please note that applications will be reviewed on a rolling basis and the position will remain posted until a qualified candidate is selected.