Administrative Assistant

Key Duties & Responsibilities

• Maintaining project files and documents. S/he will maintain proper filing and ensure that all required supporting documents for all transactions follow both DAI (internal) and USAID rules and regulations.
• Providing logistical support for project events and activities.
• Performing receptionist duties: receiving and directing telephone calls, email communications, and in-person inquiries to appropriate staff members; takes and relays messages.
• Conducting searches to find needed information, using internet or any other sources.
• Coordinating conferences and meetings and arranging both in-house and external event
• Taking meeting notes.
• Supporting the Director of Operations in the coordination and follows up on all transportation logistics for staff and visits as needed.
• Supporting consultants and project staff with administrative processes and requirements.
• Scheduling and confirming appointments for clients, customers, or supervisors.
• Overseeing and coordinating the need to purchase, receipt and distribution of office supplies and stationery.
• Preparing all packages and documents for mail, courier, and messenger; and supervising their distribution.
• Make travel arrangements for general and program management.
• Help to manage petty cash.
• Other administrative and operational support, as needed.

Qualifications

• Bachelor’s degree preferred and/or 2+ years of administrative assistance experience, or an equivalent combination of education and experience.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Strong verbal and written communication in English and Thai.
• Previous experience working with international NGOs or donors, such as USAID-funded projects is preferable.
• Excellent attention to detail and ability to plan, organize, and prioritize multiple tasks remaining flexible while adhering to strict deadline.
• Flexible to work under pressure and in response to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.