Asian Region of The International Lesbian, Gay, Bisexual, Trans and Intersex Association

ILGA Asia is looking for an Administrative Officer!

Duty station: Bangkok, Thailand 

Application Deadline: Open until the position is filled

Nationality: Thai (only)

Languages Required: English, and proficiency in at least one or two other Asian languages.

Work Schedule: Full-time, 40 hours/week, with occasional evening or weekend work may be required.

Salary and benefits:  40,000-55,000 THB per month, Health insurance, Social security contribution 

Duration of Initial Contract: 3 months on probation followed by a 9-month contract; the contract is renewable on an annual basis

Apply here: Please submit your CV and cover letter to info@ilgaasia.org 

THE ROLE

ILGA Asia is seeking an Administrative Officer who will be responsible for providing day-to-day administrative, coordination, financial assistance support and operations of ILGA Asia Bangkok office.He/She/They will work closely with the operation and finance team under the direct supervision of the Strategic Development Director. 

THE ORGANIZATION

ILGA Asia is the Asian Region of the International Lesbian, Gay, Bisexual, Trans, and Intersex Association, representing more than 190 member organisations across East Asia, South Asia, Southeast Asia, and West Asia. Our vision is a world where Asia is a safe place for all, where all can live in freedom and equality, be properly informed in the nature of sexual orientation and gender identity & expression and sex characteristic (SOGIESC) rights, have access to justice, and diversity is respected; regardless of their age, race, ethnicity, nationality, belief, language, class, caste, health and other statuses.

Our missions are:

  • To promote universal respect for and observance of human rights and fundamental freedoms, including the elimination of all forms of discrimination and stigmatisation based on SOGIESC in Asia and including the specific provisions of the UN conventions and covenants specified in the Constitution of ILGA; 

  • To work for the equality of all people regardless of sexual orientation or gender identity/expression and sex characteristic, as well as liberation from all forms of discrimination and stigmatisation; and

  • To empower and support LGBTIQ communities, organisations, and individuals in Asia, while encouraging community building and networking.

RESPONSIBILITIES AND TASKS: 

 Events and logistics

  • Arrange flight, visa, and accommodation for participants of ILGA Asia’s events

  • Lead in the preparation of procurement and logistic support in events, meetings, trainings, and conferences of ILGA Asia under the supervision of the Strategic Development Director

  • Assist in organising general meetings, board member meetings and bi-weekly staff meetings 

  • Work in an administrative and support role, including setting up and managing administrative systems

Office Management

  • Manage office facilities and maintain properties by updating the inventory status 

  • Maintaining a tidy but workable office environment

  • Liaise with service providers, vendors, and suppliers for office and IT equipment services in Bangkok  and coordinate with finance for on time payments

  • Assist in expatriates’ relocation, visa, work permit and health insurance process of ILGA Asia staff

  • Update regular payments and subscriptions in trackers and alert the team for on-time settlements/payments

  • Keep an efficient filing system for maintaining confidential and legal documents of ILGA Asia including hard copies and soft copies of staff contracts, grant agreements, and registration documents

  • Manage staffs’ contract trackers and coordinate with supervisor when the contact period is taken into consideration

  • Assist in the management of setting public holidays, monthly payrolls, time-sheets, and internal leave balance and medical benefits  records 

  • Assist in translation from Thai to English, communicating and coordinating with external agencies 

Financial Assistance

  • Manage cash advance of ILGA Asia events and monthly petty cash requests of the Bangkok Office 

  • Ensure reconciliation of petty cash requests and advance in systematic ways and timely manners

  • Assist ILGA Asia staffs in preparing and submitting advance reconciliation

  • Ensure timely bank transfer, participate in bank receipts follow up process and coordinate within the team if there are any irregularities

  • Assist in preparing a summary of each month’s organization income with proper support documents

  • Any other duties as assigned by Supervisor

REQUIRED SKILLS 

Minimum Academic Qualifications:

  • Bachelor’s degree in Business/ Public Administration or another relevant field from a recognized educational institution; 

Minimum years of relevant Work experience:

  • Minimum two (2) years of relevant work experience in a Thai-based and registered non-profit organisation or an international organisation, in at least three of the areas below:

    1. Procurement of goods and services, administrative support; 

    2. Event organisation, travel organisation; 

    3. Financial accounting, monitoring and reporting, processing of transactions, use of financial management systems, and audit; 

    4.  Document and information management, operating IT systems (Office, Word, Excel, PowerPoint, Outlook, etc.) and provision of basic support.

Desirable Abilities:

  • Strong multitasking skills with the ability to prioritize tasks

  • Problem-solving skills with a keen eye for details

  • Exceptional time-management and organisational skills

  • Ability to work efficiently under pressure and deliver outputs as per agreed deadlines

  • Good verbal as well as written communication skills in both English and Thai

  • Usage of  software packages (Office, Word, Excel, PowerPoint, Outlook, etc.) 

  • Experience with government filings in Thailand 

  • Good understanding of Thai laws and regulations relevant to Thai Foundation 

DIVERSITY AND INCLUSIVITY

ILGA Asia welcomes candidates with a passion for LGBTIQ advocacy and a commitment to advancing equality and human rights for all individuals. 

ILGA Asia is committed to equality and diversity, and we particularly encourage applications from women, LGBTIQ persons, ethnic and religious minorities, people living with disabilities, as well as refugees and asylum seekers. 

TO APPLY

Please send CV and Cover letter which summarised the relevant skills to info@ilgaasia.org with subject line [Name: Administrative Officer Application]. The position is open until it is filled. We will review applications in rolling basis and would like to encourage interested candidates to apply it on the earliest possible date.

For more information, please send an email to info@ilgaasia.org. Applicants who are not selected will also be informed by ILGA Asia accordingly. We kindly request applicants not to contact ILGA Asia Secretariat or Board Members and to bear with us as we go through the recruitment process.

ILGA Asia Is Looking For A Finance Officer!

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