ThaiNGO

Program Assistant at AIP Foundation (Thailand Office)

About AIP Foundation

AIP Foundation is a U.S. registered 501 (c) (3) non-profit organization addressing the pervasive and devastating rate of road traffic crash injuries and fatalities in developing countries through a holistic set of programs, with a particular focus on helmet use and safety products. Our pillared strategy includes access to safe equipment, public awareness campaigns, school-based and targeted population campaigns, technical assistance particularly focused on legislative advocacy and helmet standards, and research, monitoring, and evaluation.

Currently, AIP Foundation has approximately 50 staff with offices in Ho Chi Minh City and Hanoi in Vietnam, Phnom Penh in Cambodia, Bangkok in Thailand. AIP Foundation funders and partners include a wide variety of public and private donors. As a member of the United Nations Road Safety Collaboration, AIP Foundation provides input to reports made by the UN Secretary General to the UN General Assembly. For additional information, please visit http://aip-foundation.org/

Summary

The AIP Foundation is seeking for a fulltime position of the Program Assistant who will be based in Thailand Office in Bangkok.

The Program Assistant (PA) supports the implementation of our road safety programs. The Program Assistant will work closely with the Program Officer(s)/Consultant(s) and other team members to ensure the successful implementation of program activities. This position requires excellent organizational and communication skills, as well as the ability to work collaboratively in a multicultural environment.

Appraised: This role will be appraised by the Operations Manager and BoD.

Direct reports: The PA reports directly to the Operations Manager (OM) on financial management, program monitoring and all aspects of compliance, and is supervised by the AIP Foundation Thailand Board of Directors (BoD).

Responsibilities

1. Provide logistical support for program implementation and carry out administrative tasks, including project update, translation of English – Thai – English, managing invoices and preparing expense reports, project database management & filing
2. Assist in organizing events, workshops, trainings, related to road safety, including logistical arrangements, participant communication, and materials preparation
3. Assist in the planning, coordination, and implementation of programs activities
4. Assist the Program Officer(s)/Consultant(s) in monitoring program activities conducted by partners to ensure adherence to the work plan
5. Support the Program Officer(s)/Consultant(s) in developing program materials, including presentations, reports, and training materials
6. Assist the Program Officer(s)/Consultant(s) and/or Operations Manager in developing and maintaining positive partnerships with key stakeholders, including sponsors, government departments, school staff, and students.
7. Collaborate with team members to ensure effective communication and coordination among program stakeholders
8. Support Program Officer(s)/Consultant(s) and Operations Manager in preparing reports to the donors and related Government partners
9. Participate in regular team meetings, workshops, and trainings to enhance professional development and contribute to program improvement
10. Manage agencies, vendors, and suppliers involved in the program implementation process.
11. Perform any other tasks as required by Program Officer(s)/Consultant(s) and Operations Manager

Key Working Relationships

• Program Officer(s)/Consultant(s)
• Operations Manager
• Key stakeholders
• Sponsors

Qualifications:

Requirements for qualifications, skills and experiences

• Thai nationality and must live in Bangkok
• University degree in social development, public health, education, transportation, business administration or related field

• A post-graduate qualification in program management shall be an added advantage
• 0 – 2 years of working experience in a similar role at international organizations. New graduate is welcome.
• Good time management skills
• Able to work effectively in a multi-site organization with a matrix structure, requiring strong communication, organization & negotiation skills
• Flexible attitude, ability to manage multiple tasks and to prioritize while managing expectations
• Good interpersonal skills; and the ability to work effectively in a team
• Honest and trustworthy
• Fluent Thai-Eng in verbal & written communication
• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.)
• Commitment to AIP Foundation’s mission, vision, and core values

Contact and deadline: 

The position will be hired locally in Bangkok, Thailand.

Applications are due on 31 July 2023. However, please note that applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Please submit a cover letter, resume, and two references with current email address and telephone number to our AIP Foundation email address at: jobsvietnam@aipf-vietnam.org

The reference check will only be carried out with the final selected candidate and well informed to candidate before contacting his/her references.

All applications will be carefully vetted, including working history and background checks.