Office and Personnel Department: Duties and Responsibilities

        The Office and Personnel Department is responsible for managing the assets of The Agricultural Co-operative Federation of Thailand, Ltd. (ACFT) which includes both real estate and personal property. Its duties include maintaining the cleanliness of The Agricultural Co-operative Federation of Thailand, Ltd. (ACFT) building and office equipment, managing personnel matters, and handling various administrative tasks, specific responsibilities include: to maintain and register assets, including both real estate and personal property; ensure the cleanliness of The Agricultural Co-operative Federation
of Thailand, Ltd. (ACFT) building and office equipment; oversee employee attendance, issue
personnel-related directives, maintain employee records, monitor work hours, and organize training for both internal and external employees; manage the receipt and dispatch of documents and correspondence for various departments and external agencies. This includes controlling the registry of cooperative member shares, handling mail and other documents, processing faxes, managing phone calls, and producing newsletters and other materials for communication and promotion; Purchase and manage office supplies and equipment, handle vehicle allocations for departments, ensure vehicles are serviced and maintained for operational readiness and coordinate with external individuals and organizations.
The division is organized into six departments, each with specific responsibilities:

1. Administrative Division
2. Personnel and Organizational Development Division
3. Procurement Division
4. Legal Division
5. Service Division
6. Nutrition Division

1. Administrative Division

The Administrative Division is responsible for all administrative tasks within the division, including managing the registry of cooperative member shares, handling the receipt and dispatch of internal documents, and processing correspondence according to procedures. This division also oversees mail and document delivery, coordinates with the administrative departments of other divisions, and manages operator-related tasks.

Duties and Responsibilities:

Administrative Tasks

1. Organize the receipt and dispatch of internal documents and register them for processing according to procedures.
2. Manage the registration of incoming and outgoing documents according to the cooperative’s administrative regulations and present them to the relevant divisions.
3. Handle the delivery of mail, documents, and packages from various departments to the relevant external agencies.
4. Monitor and manage the budget for the department’s operational expenses.
5. Provide support and promote operational efficiency by ensuring smooth working conditions and coordinating with different departments to enhance operational effectiveness.
6. Liaise with government and private agencies to support the cooperative’s operations.
7. Organize and coordinate special meetings to ensure orderliness, working with the relevant departments.
8. Maintain the share registry and issue share certificates to cooperative members.
9. Categorize and store departmental and central documents for ease of retrieval.
10. Coordinate with all departments to ensure consistency in document systems.

Operator Tasks

1. Transfer and connect telephone lines for relevant departments and units.
2. Send faxes to various departments and receive faxes from external agencies, forwarding them to the appropriate departments.
3. Maintain a registry of sent and received faxes for ease of retrieval.
4. Provide information and guidance to external individuals regarding available internal information.

Public Relations Tasks

Responsible for public relations, consulting, and disseminating news of the ACFT, follow the news on agriculture and cooperatives and other news from outside the organization that affect the business operations of ACFT, liaise with government agencies and related organizations in public relations, as well as disseminate news and activities both inside and outside the organization to employees.

Duties and Responsibilities

1. Create and distribute newsletters to promote the activities of ACFT society to members and the general public.
2. Develop and manage advertisements to promote the cooperative society’s products to members and the public.
3. Liaise with government agencies and relevant organizations.
4. Develop PR plans to build and maintain good relationships with cooperative members and external stakeholders.
5. Welcome and assist domestic and international visitors who come to observe and learn about the cooperative society’s operations.
6. Share internal and external news and activities with employees.
7. Perform other tasks as assigned by superiors.

2. Human Resources and Organizational Development Division

The Human Resources and Organizational Development Division is responsible for personnel management, including recruitment, maintaining employee records, managing attendance and leave, verifying and processing education benefits, and organizing training programs to enhance employee skills and performance. This department also provides consultations and maintains communication with both government and private sectors.

Duties and Responsibilities:

1. Receive job applications from external candidates, present them to superiors for review, interview, and selection.
2. Process resignation notices from employees and present them to superiors for approval.
3. Issue appointment orders as directed by superiors.
4. Maintain individual employee records categorized by department for easy reference.
5. Prepare guarantee documents for employees according to the cooperative’s regulations.
6. Review and process requests for sick leave, personal leave, maternity leave, etc., and present them to superiors for approval.
7. Summarize monthly attendance, holidays, leave, tardiness, and absences and notify relevant departments.
8. Verify and process education benefits claims according to the Comptroller General’s Department regulations, and present them for approval.
9. Organize training programs to enhance employee skills and performance in line with the cooperative’s business needs.
10. Register employees for social security, update changes, and report to the Social Security Office.
11. Submit monthly social security contributions to the Social Security Office.
12. Prepare salary and employment certificates upon employee request.
13. Verify overtime work and payment accuracy for submission to accounting and finance departments.
14. Request criminal record checks from the National Police Agency for new hires.
15. Arrange annual health check-ups for employees.
16. Compile and submit training documentation to the Department of Skill Development, Ministry of Labour.
17. Work with internal departments and external agencies regarding personnel and employee benefits.
18. Perform other tasks as assigned by superiors.

3. Procurement Division

Responsible to oversee and manage all assets, including movable and immovable property; monitor and supervise the performance of staff under your command as per the assigned number of personnel; develop plans, delegate tasks, monitor execution, and provide guidance and advice to ensure effective operations; address and resolve any operational issues or challenges that arise within the department; handle maintenance tasks for office equipment, facilities, and other assets to ensure they are in good working condition; ensure the cleanliness of the office and its facilities; oversee and implement security measures to protect the office and its assets and manage all service-related tasks to facilitate smooth operations for all departments.

Duties and Responsibilities:

1. Maintain a comprehensive register of all assets, including both movable and immovable property.
2. Ensure up-to-date registration and categorization of assets by department for ease of tracking.
3. Handle the purchase and procurement of materials and equipment in accordance with the cooperative’s regulations.
4. Oversee vehicle usage, including requests for vehicle use, approval processes, and maintenance.
5. Manage the upkeep and maintenance of office supplies, utilities, and communal assets to ensure they are in good working condition.
6. Ensure cleanliness of the office and its equipment and manage security measures.
7. Oversee and process utility payments such as water, electricity, and telephone bills.
8. Monitor and manage the purchase and distribution of office supplies.
9. Facilitate and support services for all departments.
10. Perform other duties as assigned by supervisors.

4. Legal Division

Responsible to provide legal advice and handle legal issues, including drafting and reviewing laws, regulations, and internal policies, prepare legal documents and gather evidence for legal cases and conduct legal investigations and review to support litigation and other legal proceedings.

5. Service Division

Responsible to oversee the maintenance and repair of company vehicles; handle the delivery of documents and provide transportation services for committee members, auditors, consultants, and staff, and ensure efficient transport and logistical support for staff working off-site.

6. Nutrition Division

Responsible to prepare and manage the cooperative’s meal service, including sourcing ingredients and cooking, and provide affordable meal options for employees and cooperative members.