Support Services Coordinator - Thailand in Bangkok at Mercy Corps

Mercy Corps

Mercy Corps is an equal opportunity employer. Employment selection and related decisions are made without regard to sex, race, age, disability, veteran status, religion, national origin, color or any other protected class.
Position Title: Support Services Coordinator - Thailand

Description

Location: Bangkok, Thailand

Position Status: Full-time, on-going

Office presence: Hybrid - weekly office presence with flexibility to work from home

Closing date: Please submit your application by monday May 18

**This role is open to nationals of Thailand only**

Risk Level: Level 1

(Level 3: Frequent contact with participants, direct contact with children, access to sensitive data, and/or high level of accountability.

Level 2: Some contact with participants; unplanned non-direct contact with children.

Level 1: Likely to have no contact with participants or sensitive data)

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.

In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions

into action helping people triumph over adversity and build stronger communities from within.

Now, and for the future.

The Department

Mercy Corps has registered a regional office in Thailand, primarily as a hub for its programs in Asia.

We will have 4-6 staff based in Thailand who support our regional work.

The Position

The role of the Ssupport Sservices Coordinator is to ensures full compliance with all payroll and statutory filing obligations for the Thailand office as well as directly support administration, HR processes including work permits and visas, logistics, operationsprocurement and finance functions.

The Support Services Coordinator collaborates closely with the regional leadership team and provides support and advice on Mercy Corps operations in Bangkok, in a timely manner, in line with Royal Thai governments guidelines and procedures. They will act as the main liaison with Royal Thai government authorities and external service providers and will facilitate critical operational tasks such as office administration, legal compliance, recruitment processes, payroll, procurement, and financial reporting.

The role requires an expert on Thai administration regulations and compliance requirements who can ensure the smooth running of the office.

The successful candidate will collaborate closely with the regional leadership team and provide support and advice on Mercy Corps operations in Bangkok, in a timely manner, in line with Royal Thai governments guidelines and procedures. They will act as the main liaison with Royal Thai government authorities and external service providers and will facilitate critical operational tasks such as office administration, legal compliance, recruitment processes, payroll, procurement, and financial reporting.

The ideal candidate will bring hands-on experience in cross-functional support within an INGO context and possess strong communication and coordination skills.

Essential Responsibilities

STRATEGY AND PLANNING

Work with the regional senior leadership team to develop and support Thailand operations.

ADMINISTRATION

• Act as focal point for the setup, operations and administration of Mercy Corps Bangkok office including Government relations.
• Coordinate for Bangkok offices legal administrative tasks including but not limited to registration related compliance tasks, work permit application, business visa application etc.
• Act as Admin focal person for the Royal Thai governments authorities and facilitates the communication and exchanges with Thai authorities.
• Coordinate the organization of the visits for external visitors and support them in organizing workshops, meetings etc.
• Ensure the administration of tenancy agreements as per MC standards for office and staff accommodation.
• Act as focal point for the lawyer, tax consultant and other service providers.

HUMAN RESOURCES

• Ensuring that global policies and frameworks are localized and are aligned with local labor laws.
• Support implementation of global HR policies and other HR projects for Bangkok office
• Ensure Thailand team members statutory HR requirements are met and communicated to Thailand team.

OPERATIONS

• Ensure procurement procedures are followed while being the focal point for administrative procurement.
• Act as asset management focal person for Bangkok office.
• Responsible for all leases (office and residential) and ensure full compliance with local laws, withholding tax and timely payments and renewals
• Logistics support for visitors to Thailand and responsible for venue hire, hotel bookings and travel in country
• Coordinate, prepare and Submit 6 monthly activity reports to Ministry of Labor
• Renew Mercy Corps Registration after 12 month anniversary and every 24 months thereafter

SAFETY AND SECURITY

Act as security focal point for Thailand Team and maintain Thailand security plan.

FINANCE

• Ensure that key annual finance tasks are completed (such as the annual reports)
• Ensure that monthly finance tasks are completed (payroll, personal income tax and social security payments and filings, bank reconciliation etc.) and in line with Field Finance Manual
• Set up payments via online banking and enter into the system
• Month end/year-end financial closing
• Ensure compliance of finance transactions with local laws
• Act as focal person for annual statutory financial procedures for Thailand as per regulations of Royal Thai government.

SAFEGUARDING RESPONSIBILITIES

Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.

Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.

Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility

None

Accountability

Reports Directly To: DRDO

Works Directly With: DRDO, Regional HR, Supply Chain, Legal, team members applying for Visa/work permits

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills Minimum 5 years' working experience in Admin, Finance and/or Human Resources, preferably with INGO in Thailand. Demonstrated understanding and working knowledge/experience of INGO Administration principles, concepts & processes in Thailand Excellent skills in support services financial reporting, statutory government reporting etc. Experience in working with different Thai government department for work permit, visa, social security, tax registration and deposits etc. Experience using finance systems

• Bachelor's degree in Accounting, Finance, Business Management or related field

• Verbal and written professional proficiency in English and Thai required

Success Factors

The role requires an expert on Thai administration regulations and compliance requirements who can ensure the smooth running of the office.

The successful candidate will collaborate closely with the regional leadership team and provide support and advice on Mercy Corps operations in Bangkok, in a timely manner, in line with Royal Thai governments guidelines and procedures. They will act as the main liaison with Royal Thai government authorities and external service providers and will facilitate critical operational tasks such as office administration, legal compliance, recruitment processes, payroll, procurement, and financial reporting.

The ideal candidate will bring hands-on experience in cross-functional support within an INGO context and possess strong communication and coordination skills.

Success in the role will be determined by the smooth administration of all aspects of the Thailand office including developing a reporting calendar and proactively submitting all regulatory filings and ensuring early renewal of Visas, work permits and registration on an ongoing basis.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Team Engagement and Effectiveness

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).