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

• Facilitate recruitment, negotiation, termination, and hiring of local resources in coordination with subcontractor HR departments.
• Stay abreast of local labor laws and advise project leadership on personnel manual and office protocols.
• Manage confidential records and ensure all HR internal controls are sound and in place.
• Monitor local staff and consultant recruitment processes, coordinating with subcontractors.
• Coordinate staff performance reviews, providing support, guidance, and coaching to complete goal setting and evaluations within deadlines.
• Assist in designing and communicating project health and safety guidelines and protocols.
• Design and coordinate staff onboarding processes, including coordination with subcontractor HR and IT departments.
• Develop, amend, and circulate job descriptions for local project positions.
• Facilitate employee benefits, ensuring insurance policies are in place and renewed annually. Provide guidance on approved vendors and reimbursement processes.
• Manage calendar invitations, holiday calendar, and communications.
• Oversee development of documents for F visa applications for SPP experts and their dependents, tracking expiry dates and mitigating risks of expiration or disallowance.
• Monitor security and communications with the local team.
• Supervise office operations and administration.
• Lead facility management, ensuring the building meets Fire, Health, and Safety requirements.

• Identify procurement needs and develop strategic procurement planning systems, providing budget inputs.
• Manage vendor relationships and procurement of services and goods in accordance with USAID rules and regulations.
• Oversee competitive bidding, proposal evaluation, assessment of quotations, and vendor selection processes, ensuring proper documentation.
• Manage procurement of local services and goods, including drafting requests for proposals/quotes, analyzing proposals, and negotiating subcontracts in coordination with technical staff.
• Participate in continuous improvement of procurement processes, procedures, and systems, coordinating with other departments, Deloitte, and project teams.
• Lead full life cycle of procurement activities, including SOW development, defining specifications, market research, technical evaluations, price analysis, vendor negotiations, and selection.
• Design internal control systems for equipment and procurements.
• Supervise subcontractor and vendor performance, management, and internal procedures.
• Coordinate with the finance team on subcontractor tracking, recurring payments, and keeping vendors active in the system.
• Monitor compliance and performance of local grantees in close coordination with the technical team.
• Manage services and supplies for trainings, workshops, seminars, events, and field visits in accordance with the work plan.
• Oversee Purchase Request Forms for planned expenditures.

• Inform project security decisions for project leadership and liaise with home office Security Management team when needed.
• Advise on and liaise with Finance Manager, DCOP, and Home Office regarding COVID-19 risk mitigation measures, procurements, travel restrictions, and remote work arrangements.
• Assess counterpart and subcontractor working environments to inform project policies regarding work arrangements.
• Develop and implement contingency and evacuation planning in the event of health or security emergencies.
• Monitor and implement security policies and procedures to ensure compliance and training.

• Monitor and supervise local subcontractor performance of technical assistance to counterparts.
• Coordinate logistics to support project activities with counterparts.
• Support Grants management process.
• Provide backup for critical tasks for DCOP during leave or sick time, potentially involving cross-cutting areas such as Monitoring, Evaluation and Learning, Gender Equality and Social Inclusion, or Communications.

• Manage travel arrangements (hotel, airport pick-up, etc.), ensuring necessary logistics and travel insurance are in place.
• Prepare international travel approvals, manage supporting documentation, mobility clearance, e-country travel clearances, and maintain emergency contact information.
• Design and review travel-related policies and procedures, such as event-specific information packets and project deployment guides.
• Oversee tracking and inventory of fuel management and vehicle logs if applicable.
• Act as primary relationship manager and supervisor for vehicle providers and drivers if applicable.
• Manage relationships with travel agents, ensuring compliance with federal travel rules and regulations.
• Manage relationships with hotels for STTA travel and project events.
• Oversee procurement of travel, transport, and event management.
• Manage full life cycle of 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.
• Ensure project compliance with local laws, including timely filing with local government on visas, TICA registration, and other compliance and legal items.
• Provide ongoing oversight to project staff for travel, events, and related logistics.

• Lead office procurement processes and liaise with Deloitte support teams as applicable.
• Maintain office efficiency by planning and implementing office operations, systems, layouts, and equipment procurement.
• Design and implement office policies by coordinating with project leadership to establish standards and procedures, including filing and documentation.
• Ensure a positive working environment and respond to project staff inquiries and complaints.
• Manage quality control and timely repairs and maintenance of office equipment and assets.
• Manage and monitor contracts for vendors, including creation, execution, and analysis.
• Conduct periodic inspections of equipment and asset inventory.

• Ensure all office supplies are in place and available at the right time and place.
• Manage vendors and maintenance contracts related to generators, air purifiers, ACs, plumbing, electricity, and janitorial services.
• Coordinate quality control and timely repairs and maintenance of office equipment and assets.
• Manage contracts for vendors, including creation, execution, and analysis.
• Develop and implement effective administrative systems, such as record management and analysis of office maintenance and supply expenditures.
• Ensure desks and spaces are properly equipped and prepared for new or short-term staff.
• Coordinate re-arrangement of furniture as needed.
• Coordinate with the Service Office Community Manager regarding any issues on behalf of the project team and escalate issues requiring further management intervention.
• Manage reservations for meeting rooms, team lunches and dinners, and trainings.

• Fluent in written and spoken Thai
• Professional level of written and spoken English
• Bachelor’s Degree in related discipline required; Master’s Preferred
• Minimum 6 years’ work experience required in similar or progressive roles
• Strong knowledge and background in US government or other donor contracting procurement procedures preferred
• Knowledge of US government or other donor travel regulations preferred
• Experience with office management, event management, security, or 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
• Service-oriented to support technical delivery of the program
• Strong organizational skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word, Excel, and MS PowerPoint
• Strong communication and writing skills
• Flexible and adaptive personality with strong interpersonal skills
• Experience with donor project start-up and closeout, and asset management strongly preferred