Assistant, Human Resources and Administration

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The Corporate Services team covers all traditional Corporate Services functions including the Human Resources (HR), Finance, Administration, Logistics, Information Technologies (IT), Legal Support and Security Support. All team members cooperate closely to provide efficient Corporate Services based on IFRC’s standards of quality, competitive cost and time criteria. All team members deliver efficient Corporate Services to various stakeholders at all levels in the Country Cluster Delegation (CCD) such as all programme teams, IFRC’s visitors, Partner National Societies (PNSs), National Societies (NSs) and country teams.

Job Purpose

The Human Resource and Administration Assistant is supervised by the Admin Officer and works in close collaboration with the Human Resource Officer, and Head of Country Cluster Delegation (HoCCD). This position is to ensure that the Admin and HR needs of the Country Cluster Delegation (CCD) Bangkok are met, and the Head of Country Cluster Delegation (HoCCD) is supported with administrative requests.

Job Duties and Responsibilities

Human Resource Support

• Recruitment – Coordinating recruitment process by entering position details into the HR system (D365), posting job advertisements, arranging interview with panels and applicants, and conducting reference check.
• Onboarding – Creating staff profile and email address in the D365, preparing staff ID card, office access cards, and scheduling induction briefings.
• Insurance – Enrolling/ unenrolling staff in group insurance scheme.
• Training – Tracking staff’s mandatory trainings.
• Tax – Submitting personal income tax for expatriate staff, and compensation fund to the Social Security Office.
• Visa – Preparing and submitting visa and stay permit application for expatriate staff and dependents. Staying updated with immigration issued by Ministry of Foreign Affairs, Consular, and relevant embassies.
• Events – Assisting in staff engagement activities such as farewell and retreat.
• Records - Maintaining and archiving HR records, updating contact list and organogram.
• Other tasks as assigned by the HR Officer.

Admin Support

• Inventory: Conducting biannual office inventory checks, and managing asset clearance for departing staff.
• Logistics: Assisting in booking flight, accommodations, and office vehicles. Preparing travel documents and expense claims as request.
• Procurement: Contacting vendors, issuing purchase requisition, purchase order, and payments in the D365.
• Events: Assisting in organizing conferences and workshops such as coordinating with venues, arranging transportation, and preparing.
• Other tasks as assigned by the Admin Officer.

Head of Country Cluster Delegation (HoCCD) Support

• Schedule: Managing meeting schedule with internal and external stakeholders.
• Logistics: Supporting in booking accommodation, transportation and restaurants. Preparing travel documents and expenses claims.
• Other tasks as assigned by the Head of Country Cluster Delegation (HoCCD).

Confidentiality

• Maintain strict moral confidentiality and do not disclose neither spread any confidential or sensitive information.
• Organize archives of all reports and documents and treat them as confidential material.

Education

Required

• University Degree in Human Resources, Business Administration or related field.

Preferred

• A diploma or certification in Human Resources.

Experience

Required

• Minimum of 3 years of experience in Human Resources and/or Administrative roles.
• Experience in organizing meetings/ workshops/ conferences.

Preferred

• Experience in handling processes related to visa, work permit, and tax submission.
• Experience working with the Red Cross and Red Crescent Movement or humanitarian sector.

Knowledge, Skills and Languages

Required

• Strong organizational and time-management skills with the ability to manage multiple priorities effectively.
• Excellent attention to detail and a high level of accuracy in data entry and document management.
• Ability to handle confidential information with the utmost discretion and integrity.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Fluent spoken and written English.
• Fluent spoken and written Thai.

Competencies, Values and Comments

Competencies: Confidentiality, Accountability, Diversity, Integrity, Professionalism, Building Trust, National Society Relations, Teamwork, Communication, Innovation, Managing Performance.

Salary range: Grade 4 THB 32,340 - 39,528.

Criteria: Must be Thai citizens or have valid visa for foreigners.