HR, Safeguarding & Administration Officer

KEY INFORMATION
Job Title: HR, Safeguarding & Administration Officer
Sector: Gender-based violence prevention
Position Type (full/part time): Full-time
Duration/Level of Effort (long/short term): Long-term
Position Location (e.g. city, country, remote): Bangkok, Thailand
 
 
SUMMARY OF THE PROJECT
The Southeast Asia Gender-based Violence (GBV) Prevention Platform is an AUD$20 million Australian Government investment over five years (2024-2029) to strengthen GBV prevention in Southeast Asia. The Platform will establish a regionally led Secretariat to enhance primary prevention efforts, adapt global evidence, and support innovative approaches to address GBV. The regional Secretariat is supported by an Incubator (managed by Cowater International Inc consortium). 
 
 
SUMMARY OF THE POSITION
We are seeking a proactive and detail-oriented HR, Safeguarding & Administration Officer to join our Incubator team. Reporting to the Operations Director, you will play a crucial role in supporting HR functions, ensuring safeguarding compliance, and providing comprehensive administrative support. Your responsibilities will encompass HR management, administration, logistics, compliance, procurement, and front desk management. 
 
 
KEY RESPONSIBILITIES
Human Resources: 

• Promote a healthy workplace culture and implement HR policies and procedures as per the Operations Manual.
• Manage staff contracts, timesheets, and leave requests.
• Support implementation of the staff development/capacity building strategy.
• Keep all reports and documents filed systematically in both electronic and hardcopy formats in accordance with the Platform’s filing management system and policies. 

Administration and Logistics: 

• Provide administrative and logistical support, including coordinating events and managing office services.
• Arrange travel, visas, field visits and workshops/ training events.
• Manage office supplies, goods and service contracts, and vehicle scheduling.
• Compliance and Safeguarding:
• Implement and enhance office policies, ensuring adherence to safeguarding and DFAT policies.
• Review supplier contracts for terms and conditions with attention to Gender Equality, Disability and Social Inclusion (GEDSI).
• Facilitate safeguarding induction training for all new staff.

Procurement: 

• Gather and assess quotations, process purchase orders, and submit invoices to the senior finance officer.
• Coordinate the delivery of goods and maintain an up-to-date procurement plan and tracking tools.
• Ensure adherence to procurement processes, monitor activities, and report any issues or conflicts to the Operations Director.

Secretariat Functions, Scheduling, and Meetings: 

• Coordinate meeting arrangements and manage staff calendars.
• Track staff travel and leave plans to ensure team availability.
• Prepare, print, and copy documents with approval from senior directors.
• Assist with correspondence, mail registration, and file management.
• Proofread and format documents, and record and distribute meeting minutes.
• Manage front desk operations, including call handling, visitor reception, and office supply inventory.

JOB REQUIREMENTS
Education:

• University level education in related field.

Minimum Experience:

• Minimum 3 years in a similar role.

Essential Skills:

• Technical Skills: Advanced in Microsoft Word (including formatting functions) and file management (both electronic and hardcopy).
• Attention to Detail: High quality in delivery, accuracy, and thoroughness.
• Time Management: Ability to meet deadlines and handle duties efficiently.
• Attitude: Positive and professional with a diplomatic approach.
• Organization: Strong organisational skills with a tidy workspace and efficient file management.
• Multi-tasking: Ability to prioritise, juggle tasks, and manage competing demands effectively.

Language Proficiency: Thai and English (both written and verbal)
 
 
APPLICATION PROCESS
Candidates are encouraged to apply by September 30th/as soon as possible.
For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.
 
Women and people with disabilities are strongly encouraged to apply. Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
 
We thank all applicants, however only those shortlisted will be contacted.
 
 
ABOUT US
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.
 
We thank you for your interest in building a better tomorrow.