ThaiNGO

About Asian Disaster Preparedness Center
ADPC is an autonomous international organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders.

Established in 1986 as a technical capacity building center, ADPC has grown and diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas. With over 100 staff from 19 different nationalities and a wide range of professional expertise from atmospheric scientists to social scientists with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner. ADPC is a competent regional resource center and has seven thematic departments: ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, Geospatial Information. These are supported by the Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees.

ADPC Strategy 2020 guides the organization in providing comprehensive risk reduction support to countries and communities in Asia and the Pacific. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change, and regional cooperation.
For details please refer to the ADPC website at http://www.adpc.net/

Background
The Building Resilience through Inclusive and Climate-adaptive Disaster Risk Reduction in Asia-Pacific (BRDR Program) is a five-year program (2018-2022) that aims to protect development gains and to enhance regional cooperation on inclusive and gender-equal risk reduction approaches.
The BRDR Program focuses on establishing evidence-based methods, tools, and practices for building the resilience of the most vulnerable communities in three pilot countries (Nepal, Philippines, Papua New Guinea) and on sharing the lessons learned at regional forums in order to replicate the approaches developed under BRDR across the region.

The program seeks to develop and support the implementation of innovative and inclusive measures that link stakeholders working in the areas of development, disaster risk reduction (DRR), climate resilience (CR), and emergency preparedness.
With the financial support from the World Bank Group, ADPC is also implementing a five-year project, titled “Climate Adaptation and Resilience Project for South Asia” (CARE). The project short name WBCAR aims to create an enabling environment for climate resilience policies and investments across South Asia. This objective will be achieved through enhanced regional cooperation and knowledge exchange for climate resilience and adaptation and mainstreaming of resilience and adaptation in national policies, plans, and investments.
To support the BRDR Program and WBCAR, ADPC is engaging an Administrative Assistant to assist various activities required for the implementation of the BRDR program and WBCAR.

Statement of Intent
The Administrative Assistant will be part of ADPC’s thematic department of Risk Governance. S/he will be involved in administrative support to both BRDR Program and WBCAR. This position is located in Bangkok, Thailand.
Note:
It is not the intent of this Terms of Reference to cover every aspect of the position requirements, rather highlight the most important areas of personal and joint responsibilities.

Qualifications
Education:

• A minimum of a bachelor’s degree in business administration, development studies, social sciences, or any other related fields.

Work Experience:

• A minimum of two years of professional experience of working in the area of development programs support in a similar capacity;
• Demonstrated experience in office functions, general office administration, and office maintenance;
• Experience in event planning and management;
• Experience and working knowledge in managing project budget and monitoring;
• Excellent command of English, both written and spoken;
• Excellent computer skills in word processing, spreadsheets, database, and presentation software such as PowerPoint. Experience in the development of information products, information dissemination, awareness creation is an added qualification;
• Excellent interpersonal and public relations skills, ability to work with a team in a multi-cultural environment;
• Excellent understanding of organizing meetings through online platforms along with an experience of hardware set required for these meetings
• Strong desire to learn, undertake new challenges; must be a creative problem solver, must have self-confidence, willingness to work hard, with a good sense of humor and fun but with seriousness about the quality and excellence of work;
• Thai citizens are preferable and international experience in Asia is desirable.

Duties and Responsibilities:

• The Assistant will be working directly under the supervision of the Director, Risk Governance Department and provide support to program administration functions and assistance to all team members in the organization of daily/weekly/monthly RIG activities;
• Preparation, circulation, and maintenance of records and meeting minutes in relation to RIG program administration and implementation;
• Maintenance of a database of program documents in relation to program activities and other key documents like published ToRs, PRFs, memos, etc; calendar of events and status, development of electronic and hard copy file system;
• Assist team members and other program staff for routine correspondence between program staff, internal and external organizations and for making international and local travel arrangements, assistance in travel advance settlement;
• Preparation and maintenance of the inventory of RIG assets including stationery, equipment, publications, storage retrieval, preparation of requests for purchase of new items, regular checking of emails for the request of team members and follow up;
• Assistance in capacity building initiatives and organization of team events, assistance in the preparation of quarterly reports and mid-year reports, updating of progress, and preparation of supporting documents. Liaise with other team members and project partners for obtaining required information;
• Assistance in monitoring key deadlines for different projects under Risk Governance and proactively notifying key staff on these deadlines
• Maintaining an official directory of staff and consultants with functional titles working under different projects
• Perform other related duties as assigned by the Director, Risk Governance.

Languages:

• English is the working language of ADPC. For the post advertised, fluency in English (spoken and written) is required. Knowledge of another language is an advantage.

General Requirements

• Operate within all ADPC Guidelines and Procedures/Policies

Reporting Relationships

The Administrative Assistant will report to the Director, Risk Governance Department

Contract Duration
The contract duration will be for two (2) years with the possibility of extension, depending on performance and the availability of funds.

Selection Method
The staff will be selected in accordance with ADPC’s recruitment process.

How to apply

Interested Candidates can submit the completed ADPC application form, (downloadable from www.adpc.net), resume, copy of degrees/certificate(s) together with a cover letter, to: adpcjobs@adpc.net within 4 December 2020.

Female candidates are especially encouraged to apply.
ADPC encourages diversity in its workplace and supports an inclusive work environment.