Administration Officer - TH (Contract Role)

Administration Officer - TH (Contract Role)

3-6 years
Not Specified

Job Description

At Deloitte, we offer a unique and exceptional career experience to inspire and empower talents like you to make an impact that matters for our clients, people and community. Deloitte offers you a highly inclusive, collaborative workplace and unrivalled opportunities to realize your full potential. We are always looking for people with the relentless energy to push themselves further, and to find new avenues and unique ways to reach our shared goals.
In support of the Southeast Asia Smart Power Program of the U.S. Government, USAID seeks to support Southeast Asia's energy sector transformation to an accessible, clean, secure, and market-driven sector by promoting energy trade, mobilizing investment in the deployment of advanced energy systems, enhancing power system flexibility, increasing competitiveness, and a net-zero global emissions goal that supports growing private sector engagements in Southeast Asia to create investment opportunities for U.S. companies.
The primary goal of the Southeast Asia Smart Power Program is to advance renewable energy efforts, regional energy security and market-based energy sectors by increasing the deployment of advanced energy systems, improving energy sector performance and increasing competition in the energy sector. Deloitte plans to engage DTT Thailand to provide support across key objective areas listed in the Statement of Objectives (SOO).
Work you will do
Deloitte is seeking an Administration Officer for a five-year USAID-funded SEA Smart Power Program in Thailand. The Administration Officer will support the procurement and administrative unit and is fully responsible for effective delivery of procurement & administrative services to the project unit.
Procurement and Asset Management
  • Proactively take lead on liaising with project team to identify procurement needs
  • Develop and design strategic procurement planning systems and provide budget inputs
  • Manage vendor relationships and procurement of services and goods in accordance with USAID rules and regulations
  • Manage competitive bidding, proposal evaluation, assessment of quotations and vendor selection processes
  • Participate in continuous improvement of procurement processes, procedures and systems and coordinate with other departments, Deloitte and project team as appropriate
  • Responsible for accurate inventory of office furniture and equipment by location and facilitate regular monitoring and checks from project leadership
  • As project asset manager, take lead to liaise directly with home office on inventory tracking per firm policies and procedures
  • Maintain and implement internal control systems with regard to equipment and procurements
  • Liaise directly with home office Procurement team on full life cycle of procurement activity (including SOW development, defining specifications, market research, technical evaluations, price analysis, vendor negotiations, and selection)
  • Oversee establishment and maintenance of proper filing and record keeping for procurement activities
  • Supervise subcontractor and vendor performance, and analyze and reconcile supplier invoices for all ordered and supplied goods and services, and provide all required backup documentation to the finance and operations manager as appropriate
  • Responsible for coordinating with finance team on subcontractor tracking, recurring payments and keeping vendors active in the system
  • Coordinate with home office on Grants Management process and documentation
  • Perform research on local grantees
  • Assist with monitoring compliance and performance of local grantees in close coordination with the technical team
  • Event Management of services and supplies for trainings/workshops/seminars/events & field visits in accordance with the work plan

  • Lead facility management and ensuring the building meets Fire, Health and Safety requirements.
  • Inform project security decisions for project leadership and liaise with home office Security Management team when needed
  • Advise on and liaise with HR Manager, DCOP and Home Office regarding COVID-19 risk mitigation measures, procurements, travel restrictions and remote work arrangements
  • Assist with assessing counterpart and other subcontract or working environments to inform project policies regarding work arrangements
  • Work closely with DCOP and HR Manager to develop and implement contingency and evacuation planning in the event of any health or security emergency
  • Help maintain and periodically test security and communication measures
  • Support delivery of security, fire, life safety training and briefings for all staff
  • Monitor and implement security policies and procedures to ensure compliance
  • Manage the first aid and emergency supplies at office in case of any emergency situation

Client Delivery and Technical Assistance
  • Monitor and supervise local subcontractor performance of technical assistance to counterparts
  • Coordinate with counterparts as needed to finalize and execute logistics to support project activities

Travel and Transport Coordination
  • Supervise travel arrangements (hotel, airport pick-up, etc.), ensuring necessary logistics & travel insurance are in place
  • Facilitate international travel approvals, e-country travel clearances, maintaining emergency contact information, etc.
  • Coordinate and communicate transport requests for all SPP Advisors/staff daily
  • Develop and design travel-related policies and procedures, such as Deployment Guide
  • Oversee detailed tracking and inventory of fuel management and vehicle log
  • Lead vehicle maintenance activities & ensure that vehicle logs properly filled
  • Primary relationship manager and supervisor for vehicle provider and driver
  • Primary relationship manager with travel agents, responsible for ensuring compliance with federal travel rules and regulations
  • Primary relationship manager with hotels (for STTA travel as well as project events)
  • Perform market research and manage travel planning process for field visits

Office and Facilities Management
  • Maintain office efficiency by planning and implementing office operations and systems, layouts, and equipment procurement if required.
  • Take the lead on designing and implementing office policies by coordinating with project leadership to establish standards and procedures.
  • Manage filing systems develop and implement effective administrative systems, such as record management and analysis of office maintenance, kitchen and office supply expenditures to help manage the budget
  • Ensure a positive working environment and respond to project staff inquiries and complaints
  • Ensure all the office supplies are in place and available at right time and the right place
  • Manage vendors and maintenance contracts related to generators, AC's, plumbing, electricity, and janitorial services
  • Manage quality control and timely repairs and maintenance of office equipment and assets
  • Manage and monitor contracts for vendors including creation, execution, and analysis
  • Oversee and conduct periodic inspections of equipment and asset inventory

Other Administrative Duties
  • Supervise/oversee local vendors
  • 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

Enough about us, let's talk about you
If you are someone with:
  • Thai nationality
  • Fluent in written and spoken Thai
  • Fluent in written and spoken English
  • Bachelor's Degree in related discipline required
  • Minimum 3 years work experience required in similar or progressive roles
  • Strong knowledge and background in US government contracting procurement procedures
  • Knowledge of Grants Management preferred
  • Knowledge of US government travel regulations
  • Experience managing an office, events and security and 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 project management and work with others
  • Strong organizational and interpersonal skills

Due to volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorized Deloitte Recruiters via firm's business contact number or business email address.

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