Senior Operations Manager (National Position)

The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary:

Under the direct supervision of Deputy Director of Operations (DDO), Senior Operation Manager is responsible for the efficient coordination and management all general Office Management service with high commitment, accuracy, efficiency support services to the IRC Bangkok staff timely. Oversight office environment and housekeeping are always in good condition, tidiness, safety and effectiveness. Oversee administrative support and ensure an effectiveness overall day-to-day task with the Office Support Manager to the IRC Thailand expatriate and regional staff in a responsive and professional manner traveling through Bangkok.

This position will provide technical back stopping support to the field-based supply chain staff and provision on oversight to ensure compliance to IRC and donor policy and procedure. coordinating with Government administration relations and oversight Visa & Work permit, Camp pass.

Coordinate the Ministry of Interior (MOI) quarterly report and MOL six-month reports.   Extensive support professional services to visitor coming to Bangkok and coordinate with the Field offices; Mae Hong Son, Mae Sot and Ratchaburi office.

Major Responsibilities:

• Provide department leaders with recommendations and consultation to improve operational process of Bangkok office
• Ensure positive working relations and collaborative interactions within all RSC Asia and IRC operational teams
• Senior operations manager use oversight to coordinate staffing and administrative responsiveness, implement budgets and control costs, establish operational objectives
• Provide routine monitoring and reports (daily, weekly, monthly, quarterly) of operations and project administrative systems
• Assist the Deputy Director for Operations to determine and prioritize Operating budgets based annual goals and IRC strategy100.

Team Management (30%)

• Line manages Office Support Manager, Administrative Officer.
• Provide capacity-building, technical support, and mentorship to direct reports ensuring that they understand, follow, and comply with relevant RSC Asia systems, policies, and procedures.
• Support the Senior Operations Coordinator by identifying, preparing, reviewing, and reporting on RSC Asia regional operational needs, including developing needs assessment reports, implementation plans, and resources.
• Lead and conduct high-quality, regular and documented cross-functional meetings with the Operational team for technical guidance, planning, and problem solving

Administration and liaison (20%)

•  Perform other liaison duties as assigned by Deputy Director, Operation
• Represent IRC positively and professionally in both internal and external relations and situations
• Coordinate with each field administrative offices for problem shooting and work effectively.
• Creativity for the Green-office environment, develop a pleasant and harmonious working environment.
• Renew the Operating license

Visas, Work Permits and report (20%)

• Act as the focal point person, coordinating with Ministry of Interior (MOI) and Ministry of Labor (MOL) Committee in preparation for visa & work permit application requests. Ministry of Foreign Affairs, Immigration office at the central Bangkok official
• Prepare six-month report and document for Ministry of Labor and other relevant reports and documents for Thai authorities under consultation of  Deputy Director of Operations.
• Ensure the invitation letters for non-immigrant visa applications for newly hired staff and working with HR-Recruitment team, IRC visitors and other individuals.
• Ensure the preparation of visa applications to escort expatriates and dependents to the Thai Immigration Office for visa extensions
• Ensure the expatriate/dependents’ visa, work permit status and related information renewal timely.
• Coordinate and consultations for visa & work permit for staff at field offices.
• Ensure the preparation work permit documents for new applications/renewals and escort expatriates to Ministry of Labor (MOL).
• Prepare payment request for all work-related travel/visa extension/work permit renewal/camp pass application – photos and all related.

Camp Pass (20%)

•  Ensure the preparation the monthly camp pass applications of staff, visitors, donor and other individuals who plan to work and visit temporary shelters along the Thailand-Myanmar border.
• Ensure preparing the annual camp pass applications for staffs based in Thailand timely.
• Engage with CCSDPT (Committee for Coordination of Services to Displaced Persons in Thailand) and MOI related to new rules and regulations for NGOs on implementation and collaboration requirements with Thai authorities when required.

Financial report: (10%)

• Oversee BKK Office annual asset, property and facilities budget collaboratively with Procurement Manager in consultation with Deputy Director, Operations on a quarterly basis.

Key Working Relationships:

Position Reports to:Deputy Director of Operations

Direct supervisory:Office Support Manager, Administrative Officer
Other Internal and/or external contacts:

Internal: Sr. Budget Analysis Manager, Finance Coordinator, Field Coordinators,

External: Thai authorities; Thai Embassies aboard, Embassies, UN agencies, and CCSDPT (Committee for Coordination of Services to Displaced Persons in Thailand)

Job Requirements:

Education:

• Bachelor’s degree in social science, political science, or related fields

Work Experience:

• Minimum 10 years’ experience in support services, government administration and logistics management
• Demonstrated the experience in handling the Operating Budget, visa and work permit
• Experience in a non-profit organization and international environment is preferable.
• Good knowledge in Thai labor law and legal concerns

Demonstrated Skills and Competencies:

• Excellent multi-tasking and organized skills
• Excellent follow-up skills and deadline oriented
• Excellent interpersonal communication skills
• Ability to work well under pressure and work independently
• Positive attitude with service mind and sound judgement
• Computer proficient and demonstrate skills in database management and record keeping

Language Skills: English proficiency, excellent written and verbal communication skills

Working Environment:Based in IRC Bangkok office, available to travel to field offices when required.

Application Deadline: 7 August 2024