Administrative and Logistics Assistant

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

USIP seeks an Administrative and Finance Assistant to provide day-to-day administrative support to USIP’s field office in Thailand. The Assistant maintains financial records, liaises with local vendors, manages logistics, prepares administrative and financial reports, supports public events, conducts due diligence, and undertakes other tasks as assigned. This position is based in Bangkok and reports to USIP’s Administration and Financial Manager while also working closely with other Burma and Southeast Asia team members. 

This is a full-time term Personal Services Contract position for a host country national based in Thailand.  

Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Administration and Logistics 

• Support domestic and international travel arrangements, lodging accommodations for staff and invitational travelers in Thailand. 

• Provide administrative and logistical support for USIP events and project related meetings. 

• Maintain clear communication between the DC and regional field staff teams through regular email contact and meetings via Zoom. 

• Translate simple documents between English and Thai and vice versa. 

• Purchase food, refreshments, and office supplies, as needed. 

• Maintain office inventory and stocks of office supplies. 

• Monitor the asset management tracker to ensure all procurement and disposal of USIP property are done and recorded accurately and in accordance with established policies and procedures. 

• Maintain hard and electronic office files and records. 
• Assist the team in scheduling, photocopying/scanning and filing paperwork and other routine tasks. 

Finance and Procurement 

• Assist program staff with budget and contract management, tracking and support, including requisitions, cash requests, and invoice and expense processing. 

• Help coordinate payments, invoices, and international fund transfer requests with USIP HQ. 

• Request contracts in USIP computer system; coordinate with program teams around management of partner finances and contract compliance and management. 
• Remain up to date with USIP finance policies, processes, and procedures; and coordinate contracting efforts with DC-based staff. 

Performs other duties as assigned. 

QUALIFICATIONS

• Bachelor’s degree in business administration, finance, arts, political science, public policy, or related field.  
• One or more years of related business or administrative and logistical support experience, and familiarity with general personnel practices, admin/finance procedures, and coordination of major office activities required. 
• Proficiency in Thai language, excellent writing and speaking skills in English. 
• Strong skills in Microsoft Office Suite, particularly MS Word, MS Outlook, and MS Excel. 
• Strong time management skills with the ability to prioritize work and meet deadlines. 
• Highly organized and detail oriented. 
• Flexible and comfortable to deliver assistance for any urgent needs that happen while being out of regular work hours as well as on the weekend. 
• Ability to work effectively under pressure. 
• Possess a growth mindset and the ability to initiate new approaches to problem-solving. 
• Demonstrated ability to develop effective working relationships and strong interpersonal skills, including cross-cultural communication. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.  

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application.
2.  Cover letter
3.  Resume 

Note: Only those applicants that are selected for further discussions will be contacted.  

USIP is an equal opportunity employer. USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.”