Administrator and logistician – Thai National only At Istituto Oikos

Position Title : Administrator and logistician

Duty Station : Trang, Mueang Trang, Thailand

Type of Appointment : One Year Fixed-Term Contract

with possibility of extension (3 months probationary period)

Estimated Start Date : As soon as possible

Deadline for applications: 17 June 2024

This position is open exclusively to Thai nationals.

Applications will be reviewed on a rolling basis

Istituto Oikos (www.istituto-oikos.org) was established in Milan in 1996. It works in Europe and in developing countries to promote the responsible management of natural resources and to spread more sustainable lifestyles as tools for socio- economic development and the fight against poverty.

Vision: A future in which ecology, economics and equity are integrated, reconciling the needs of man and the environment.

Mission: To contribute to the conservation of ecosystems by fostering development with professionalism, innovation and participation. Istituto Oikos has a PSEA policy that the successful candidate must respect and promote.

The Administrator and logistician will be responsible for the following tasks:

Logistic:

1. Assist the project team in planning and implementing logistics for fieldwork activities, including transportation, accommodations, and equipment purchase/transportation.
2. Support the processes of Trang Office rental agreements and renewals.
3. Ensure that the Oikos office are maintained and fully functional
4. Supervise proper and regular maintenance of Trang office facilities and related equipment.
5. Ensure proper and safe driving of the office vehicles and their rentals (cars & motorbikes) according to Thai laws and donor procedures;
6. Ensure regular keeping of logbook for fuel consumption of the office car and Motorbike
7. Keep updated on the inventory of Oikos assets and other logistic
8. Ensure procurement of goods and equipment for project activities according to donor procedures
9. Coordinate with local stakeholders, including community members, government officials, and NGOs, to obtain necessary permits, permissions, and information
10. Coordinate and support staff movements to/from Trang and support logistical requirements for all mission trips of local and international staff
11. Performs other duties as assigned by the Country Coordinator

Admin/Cash management:

1. Ensure that financial and administrative Systems are implemented according to NGO Procedures
2. Regularly collect and share updated country policies & regulations and update internal procedures accordingly
3. Participate in procurement processes and analyse if they are in line with internal and donor procedures
4. Prepare and submit monthly advance requests and settlement list attached with documentation of support.
5. Ensure scanning and controlling all receipts and submit monthly financial reports to HQ
6. Ensure the correct preparation of purchasing documents (payment vouchers, Purchase Requests, Purchase orders, quotations, delivery notes, etc.) in accordance with Oikos Purchasing Procedures and Donors’ requirements.
7. Organize, store and periodically send to HQ Office the financial documentation in original hard copies.
8. Ensure the fulfilment of tax obligations and compliance with the current regulations of local contracts
9. Be the only one responsible for the Trang office Safety Box’s cash flow, not allowing cash flows in/out of the Safety Box without Country Director’s direct supervision.
10. Ensure preparation of weekly expenses list
11. Performs other duties as assigned by the Country Coordinator

The Administrator and Logistician reports to SEA Coordinator, Project Managers and Financial Coordinator in Italy HQ

Qualifications:

1. Knowledge and experience in admin and logistic works
2. Good computer skills (Excel, Internet, Skype) and autonomy in managing the accounting software
3. Fluency in Thai and English.
4. Attention to detail, ability to follow procedures and meet deadlines
5. Interest in and understanding of the context and culture of International NON-profit organizations.
6. Having work in INGO context is a plus
7. Having a driving license is an asset.