HR, Administration and Finance (HRAF) Assistant (Tamil Nadu, India)

Position Title: HR, Administration and Finance (HRAF) Assistant

Open Period: 28 June 2025 – 12 July 2025

Background: The Regional Integrated Multi-Hazard Early Warning System for Africa and Asia (RIMES) is an international and intergovernmental institution, owned and managed by its Member States, for the generation and application of early warning information. RIMES evolved from the efforts of countries in Africa and Asia, in the aftermath of the 2004 Indian Ocean tsunami, to establish a regional early warning system within a multi-hazard framework for the generation and communication of early warning information, and capacity building for preparedness and response to trans-boundary hazards. RIMES was established on 30 April 2009, and was registered with the United Nations on 1 July 2009. RIMES operates from its regional early warning center located at the campus of the Asian Institute of Technology in Pathumthani.

Position Description: The HRAF Assistant will provide comprehensive support in administrative, human resources, finance, and procurement functions for smooth implementation of RIMES projects and operations. He/She will coordinate routine administrative tasks, facilitate staff travel and logistics, support basic HR processes such as recruitment and onboarding, assist in maintaining financial records, and support procurement-related tasks in compliance with RIMES policies. The HRAF Assistant reports directly to the Head of the Department/Project Manager.

Contract Type: Full-Time Contract

Duty station: TNSDMA office at Chennai, Tamil Nada, India

Minimum Qualifications:

Knowledge

• Bachelor's degree or higher in Business Administration, Human Resources, Finance, Accounting, or a related field.

Experience

• Minimum 3 years of relevant work experience in administrative, human resources, finance, and/or procurement support.
• Experience in handling HR processes such as recruitment, onboarding, leave tracking, and record management.
• Familiarity with financial operations, budget monitoring, and preparing vouchers or payment documentation.
• Knowledge of procurement procedures including vendor management, RFQs, and purchase orders
• Experience working with international or non-profit organizations is an asset.

Skill

• Strong organizational and time management skills, with the ability to multitask and meet deadlines.
• Proficiency in MS Office applications (Word, Excel, PowerPoint) and familiarity with digital recordkeeping systems.
• Good understanding of internal controls and compliance processes.
• Strong interpersonal skills with the ability to work collaboratively in a multicultural team environment.
• Good command of written and spoken English.

Personal qualities

• High level of attention to detail and accuracy.
• Professional, discreet, and able to handle confidential information.
• Proactive, flexible, and able to work independently with minimal supervision.
• Reliable and open to learning and taking initiative.

Major Duties and Responsibilities:

Administrative Support

• Provide administrative support for day-to-day operations of the department, including scheduling meetings, maintaining calendars, organizing files, and coordinating logistical arrangements.
• Manage incoming and outgoing correspondence, ensuring timely distribution, filing, and appropriate follow-up on action items.
• Prepare, distribute, and archive meeting minutes, internal memos, event reports, and other program documents in both digital and physical formats.
• Coordinate international and regional travel arrangements, including bookings, itineraries, visa support, travel advances, and accommodation, ensuring alignment with RIMES travel policy.
• Process post-travel financial settlements and ensure proper documentation for reimbursement and accounting.
• Maintain and update inventory records of equipment, office supplies, and other assets; handle procurement and replenishment requests as necessary.
• Provide administrative support for workshops, training sessions, conferences, and other events, including logistical setup and coordination with vendors.
• Perform general office support functions such as reception, communication facilitation, and other operational support as required.

Finance Support

• Assist in monitoring departmental and project budgets by tracking expenditures against approved work plans, flagging discrepancies, and proposing adjustments when needed.
• Prepare and process financial documents such as payment requests, advance and liquidation forms, petty cash vouchers, and bank payment instructions.
• Coordinate with the Finance team to ensure all financial transactions adhere to RIMES' financial regulations, documentation standards, and donor requirements.
• Assist in compiling data for financial reports, monthly expenditure summaries, and annual financial audits.
• Support the preparation of budget forecasts, expenditure analysis, and financial planning for ongoing and new projects.

Procurement Support

• Assist in the development and issuance of procurement documentation, including Requests for Quotations (RFQs), comparative bid analysis, purchase orders, and contracts.
• Ensure compliance with RIMES’ Procurement Policy, including proper documentation of procurement processes, approvals, and justification of vendor selection.
• Maintain and update procurement tracking systems and records, ensuring accurate and timely documentation of procurement actions and contracts.
• Communicate with vendors to request quotations, clarify specifications, follow up on delivery timelines, and resolve any procurement issues.
• Support contract monitoring by tracking delivery, verifying goods and services received, and maintaining vendor performance records.

HR Support

• Assist in recruitment processes by preparing job postings, screening applications, coordinating interview schedules, and supporting candidate communication.
• Facilitate the onboarding process for new staff, including organizing orientation sessions, processing employment documentation, and coordinating IT and workspace setup.
• Maintain and regularly update staff databases, including personal files, employment history, contract status, and leave balances.
• Track leave applications, generate summary reports, and alert supervisors to leave planning issues or discrepancies.
• Assist in the preparation of HR-related reports and correspondence, including staff announcements, HR circulars, and training support materials.

Other Responsibilities

• Monitor and maintain a timeline of project and administrative deadlines (e.g., financial reporting, donor deliverables, HR renewals) and notify responsible staff in advance.
• Facilitate communication and coordination with the RIMES Operations Support Department (HR, Finance, and Procurement Units) to ensure smooth integration of support services.
• Support special assignments, internal audits, internal assessments, and implementation of new systems or procedures as directed.
• Perform any other duties assigned by the Head of Department/Project Manager to contribute to efficient department functioning.

Contract Duration:

The contract will initially be for one year and will be extended upon satisfactory completion of a six-month probationary term and each annual performance review.

How to Apply: Interested candidates should send your application letter, resume, salary expectation and 2 references in PDF format to rimeshra@rimes.int by midnight of 12 July 2025, Bangkok time. Please state “HR, Administration and Finance (HRAF) Assistant : Your Name “the Subject line of the email. Only short-listed applicants will be contacted.

Ms. Dusadee Padungkul

Head, Department of Operational Support

Regional Integrated Multi-Hazard Early Warning System

AIT Campus, 58 Moo 9 Paholyothin Rd., Klong 1,

Klong Luang, Pathumthani 12120 Thailand.

RIMES promotes diversity and inclusion in the workplace. Well-qualified applicants particularly women are encouraged to apply.

Job Type: Full-time

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Triplicane, Chennai, Tamil Nadu: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Do you have any prior work experience with Non-Profit Organizations, International Organizations, or Inter-Governmental Organizations?

If not, are you interested in working in such environments? Please elaborate briefly.

• Please state your current and expected salary.

Education:

• Bachelor's (Required)

Experience:

• Procurement procedures : 3 years (Preferred)
• Communication skills: 3 years (Preferred)
• Administrative: 3 years (Required)
• Human resources: 3 years (Required)
• Finance: 3 years (Required)
• Procurement: 3 years (Preferred)
• MS Office applications : 3 years (Preferred)
• Recruitment: 3 years (Preferred)
• Financial operations: 3 years (Preferred)

Language:

• English (Required)