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Experience:

6 years required

Skills:

Negotiation, Procurement, Market Research, English

Job type:

Full-time

• 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.
• Procurement and Asset Management: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.
• Security: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.
• Client Delivery and Technical Assistance: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.
• Travel and Transport Coordination: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.
• Office and Facilities Management: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.
• Administration and Facilities Management: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.
• Enough about us, let's talk about you If you are someone with: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.
• Next Steps So what are you waiting for? Join the winning team now. Due to volume of applications, we regret that only shortlisted candidates will be notified. Please note that Deloitte will never reach out to you directly via messaging platforms to offer you employment opportunities or request for money or your personal information. Kindly apply for roles that you are interested in via this official Deloitte website. #LI-GN Requisition ID: 107451In Thailand, the services are provided by Deloitte Touche Tohmatsu Jaiyos Co., Ltd. and other related entities in Thailand ("Deloitte in Thailand"), which are affiliates of Deloitte Southeast Asia Ltd. Deloitte Southeast Asia Ltd is a member firm of Deloitte Touche Tohmatsu Limited. Deloitte in Thailand, which is within the Deloitte Network, is the entity that is providing this Website.