ThaiNGO

Position Title: Operations Assistant (Consultant)

Reference Number: 220102

Position Location: Thailand 

Timeframe: 1 year contract (3 months probation period) 

Coordinator: Operations Director 

Overview: This Job Description (JD)  outlines the Operations Assistant (OA) consultancy with the Center for Operational Analysis and Research (COAR). The Operations Assistant  will support the Operations Director as outlined below, through an understanding of both the Operations Unit functions in supporting various global projects and the donor-funded humanitarian and development programs operational and reporting requirements. The Operations Assistant will be expected to support multiple tasks and work streams through fast-paced collection of required information, organization of work, verification of the unit’s documents and communication with the unit’s internal and external stakeholders.

About COAR: COAR is an independent social enterprise that directly supports practitioners, policy-makers, and donors by facilitating humanitarian and development interventions in complex, fragile, and high-risk environments. COAR delivers neutral and objective research and analysis, which identifies - but does not influence - local stakeholders, relationships, interests, and analyses broader political, economic, social, and security dynamics and trends. COAR research leverages social media, personal networks, field research teams, and local experts in order to map and translate the local human context; COAR analysis synthesises and studies this data in order to inform both programmatic and strategic decision-making, reduce security and conflict-sensitivity risks, and increase the impact of humanitarian, development, stabilisation, peace-building, and peacekeeping initiatives.

Objectives

• Act as the point of contact to the internal audience to ensure the organization and complementarity of Operations Unit work with other units. 

• Support the Operations Director in completing the operations-related administrative tasks and ensuring that the business functions efficiently.

• Track progress of the different Operations’ Unit open tasks, report needs to the director, and ensure that all tasks are in compliance with COAR’s internal policies.

• Offer administrative support to the unit; drafting agendas, minutes of meetings, spreadsheets, incorporations and tracking of tasks to ClickUp app. 

Activities

• Support the Operations Director in organization of the unit’s tasks covering all sub-workstreams; upload and track all Operations-related tasks’ progress in ClickUp App (Project Management).

• Offer guidance and support to COAR teams to ensure enforcement of internal policies that include, but not limited to: procurement, assets management, and travel. 

• Act as second-in-command during the Operations Director’s absence as necessary under the granted authorization, 

• Ensures that all Operation Unit’s trackers are up-to-date, all documents are complete, duly approved and stored to correct folders in compliance with the relevant policy; follow up with concerned team members to fulfill the requirements when missing. 

• Offers a variety of administrative tasks to support the Operations Director, including: organising meetings and appointments, drafting minutes of meeting, Organising events and conferences. typing, compiling and preparing reports, presentations and correspondence.

• Liaising with COAR staff, suppliers and clients on behalf of the Operations Unit.

• Analyzing all operations and forwarding suggestions for improvement to the Operations Director.

• Any other administrative duties as assigned by the coordinator. 

Qualifications and Experience

The ideal candidate for COAR Operations Assistant will have:

• A BA in Business Administration or relevant field, and/or relevant professional certificate.

• 1-2 Years maximum experience in a similar role.

• Excellent command in English language (written and spoken) is a must; additional courses in Business Writing are an advantage.

• Demonstrated organizational skills.

• Outstanding interpersonal skills.

• A willingness to learn.

Applicants should submit their CV and Cover Letter to hr@coar-global.org quoting the name of the position and Reference Number in the subject line of the email.

Due to a high volume of received applications, only successful candidates will be contacted. 

All applications will be treated in strict confidentiality.