(Internal Vacancy) Business Support Senior Officer, Asia Regional Directors Office

This job vacancy is only available to internal applicants of Save the Children International. Unfortunately external candidates will not be considered for this opportunity. Please check our job listings page for other vacancies that are open to external applicants.

Job Title:Business Support Senior Officer Asia Regional Directors Office

Team: Programme Delivery

Reports To: Manager Regional Office and Coordination Asia

Contract Length: Permanent

Grade:P2

Location: Thailand Bangkok

Time Zone(that the role holder mustbe available to work in):Indochina Time (ICT UTC7)

Right to Work: The successful candidate must possess the unrestricted right to work in their current or preferred location for the duration of employment.

Language Requirements:English (required) Thai (desirable)

International Travel Requirements: None

Budget Responsibility: None

People Management Responsibility: None

Team and Job Purpose

The Programme Delivery department drives the implementation of our strategy by ensuring that programme and advocacy delivery is done right first time at scale with impact and quality on time on budget and with compliance. We aim to strengthen and enable implementing offices ability to work in complex and hostile environments be more locally-led smarter in its sourcing and with a smaller environmental footprint. The department leads comprehensively on the organisations humanitarian and crisis response strategy including prioritisation programme quality operational delivery and interagency collaboration and influencing.

Role purpose

Business Support Senior Officer will have primary responsibility for all administrative related matters within the Asia regional Directors Office and be fully accountable for the full spectrum of the administrative activities including coordination with other departments.

Principal Accountabilities

Administrative Support to the Regional Director

• Manage the RDs calendar scheduling and coordinating meetings and providing logistical support for in-person engagements.
• Arrange and oversee travel logistics for the RD and visiting staff including visa processing flight and accommodation bookings and coordination with Country Offices.
• Support the RD with the preparation and submission of medical claims expense reimbursements and timesheets.
• Coordinate the planning and delivery of regional meetings workshops and conferences held in Bangkok including preparing invitations managing receptions and ensuring all logistical requirements are met.
• Maintain an organized and accessible filing system for all RD Office documentation.
• Liaise proactively with Thai government offices to secure visas and permits for the RD and regional staff leveraging strong networks to ensure timely processing.

Administrative Support to the RD Office

• Strengthen the administrative capacity of the RD Office to meet organizational goals and management standards maintaining robust systems for record-keeping and document management.
• Facilitate effective internal communications to support the smooth day-to-day operations of the RD Office.
• Liaise with government agencies on administrative matters as needed.
• Coordinate closely with Save the Children Thailand ensuring effective collaboration and alignment on administrative processes and event logistics while maintaining smooth day-to-day interactions.
• Provide administrative support and act as a liaison with external stakeholders on behalf of the RD Office.
• Assist departments and teams in organizing and delivering logistical support for internal meetings workshops and other events.
• Ensure adherence to global support service policies collaborating with relevant stakeholders to maintain consistency and compliance.

Other Duties

• Undertake additional administrative responsibilities as assigned by the Manager Regional Affairs and Coordination.

Experience and Skills

Essential

1. Foundational experience in administrative support or related roles.
2. Proficient experience in travel coordination meeting facilitation and preparation of briefing materials and speaking notes.
3. Significant experience in financial administration including processing invoices managing expenses and supporting supplier setup in compliance with organisational policies.
4. Organisational Skills: Ability to manage multiple tasks efficiently and prioritise workload effectively to meet deadlines.
5. Communication Skills: Excellent written and verbal communication skills. Ability to prepare comprehensive briefing materials and speaking notes.
6. Attention to Detail: Strong attention to accuracy and detail particularly with scheduling and financial processes.
7. Interpersonal Skills: Strong ability to build and maintain effective working relationships with colleagues at all levels stakeholders and external partners.
8. Problem-solving Skills: Ability to anticipate challenges and develop practical solutions to address them.
9. Cultural Competence: Demonstrated cultural sensitivity and ability to work in a diverse multi-cultural environment.

Desirable

• Experience in enhancing inclusiveness and diversity in the workplace fostering a culture of equity and respect.
• Established working relationships with Thai government agencies with the ability to navigate administrative processes to support visas permits and event-related requirements.

Education and Qualifications

Education

• A degree or equivalent qualification in Business Administration Management Social Sciences or a related field is preferred.
• Professional certification in office administration or a related field will be an advantage.

Essential

Qualifications:

Training or certification in office administration or related fields.

Desirable

N/A

Key Relationships

Internal (excluding direct team and manager)

• Global Teams & business partners

External

N/A

Competencies

Cluster: Leading

Competency: Leading and inspiring others

Level: Accomplished

Behavioural Indicator: Takes a flexible and positive leadership style adapting to a given situation or to the needs of the team.

Cluster: Leading

Competency: Delivering results

Level: Accomplished

Behavioural Indicator: Holds others accountable for achieving results and challenges underperformance.

Cluster: Thinking

Competency: Problem solving and decision making

Level: Accomplished

Behavioural Indicator: Makes informed strategic decisions based on full evaluation of the opportunities and risks of each idea and solution.

Cluster: Thinking

Competency: Innovating and adapting

Level: Accomplished

Behavioural Indicator: Anticipates change and adapts their (and their teams) plans and priorities accordingly.

Cluster: Engaging

Competency: Communicating with impact

Level: Accomplished

Behavioural Indicator: Conveys complex issues with clarity brevity and confidence.

Cluster: Engaging

Competency: Networking

Level: Accomplished

Behavioural Indicator: Builds strong relationships with a broad range o