ThaiNGO

Australia–Asia Program to Combat Trafficking in Persons

Country Program Office Assistant and Workshop Coordinator – Terms of Reference

Position

Country Program Office Assistant and Workshop Coordinator

Duration

2 years

Location

Bangkok, Thailand with travel around the region as required

Reports to

Country Program Coordinator

The Australia–Asia Program to Combat Trafficking in Persons (AAPTIP) is a five-year (2013–2018) AU$50 million initiative of the Australian aid program that aims to reduce the incentives and opportunities for trafficking of persons in the Association of South East Asia Nations (ASEAN) region.

AAPTIP builds on Australia’s long-term support for programs to strengthen the criminal justice response to human trafficking in Asia. These programs include the Asia Regional Cooperation to Prevent People Trafficking (ARCPPT; 2003–2006), and the Asia Regional Trafficking in Persons (ARTIP; 2006–2013) project.

AAPTIP focuses on the prosecution pillar of anti-trafficking at the national and regional level. Support will be provided to the ASEAN Secretariat (ASEC), and partner countries Cambodia, Indonesia, Lao PDR, Myanmar, Philippines, Thailand and Vietnam.

AAPTIP will strengthen the criminal justice response to trafficking by: enhancing regional and national investigative and judicial cooperation on trafficking cases; strengthening legislative frameworks; providing adequate support for victim-witnesses; and expanding the evidence base for policy development and decision-making.

Summary of Role

The Country Program Office Assistant and Workshop Coordinator (CPOA&WC) will assist the Country Program Coordinator (CPC) and Thailand team in a range of activities which may include administration, logistics, finance, and support program reporting and research as required.

The CPOA&WC will also be responsible for planning, scheduling, resourcing and efficient conduct of AAPTIP Thailand program workshops, training and other meetings. The CPOA&WC will also plan and arrange the travel of counterparts who are required to attend AAPTIP sponsored workshops, training and other meetings of a national nature, outside of their own country of origin.

Specific Duties

Office Assistant tasks:

>             Maintain office filing and record maintenance (soft and hard copies);

>             Maintain electronic forms, documents and database as required by M&E Officer;

>             Organise existing resources / information materials;

>             Identify and fill any gaps through the collection and collation of additional resources / information materials;  

>             Make appointments, travel arrangements, hotel reservations to program staff and activities;

>             Undertake additional research tasks as required; and

>             Any other tasks as set by the Country Program Coordinator.

Workshop Coordinator tasks:

>             Plan and organise hotel and other accommodation as applicable to each travel situation;

>             Plan and organise air, land and sea travel as applicable to each travel situation;

>             Assist at trainings with photocopying and binding of documents; supervising the arrangement of the training/meeting venue; liaison with the venue manager;

>             Plan and organise the availability of suitable venues as required for the conduct of training, workshops and meetings supported by AAPTIP;

>             Manage the process of paying and acquitting AAPTIP funding used to support travel, including but not limited to the payment of per diems in accordance with the Program Procedures Manual;

>             Support the procurement, dispatch and receipt (as appropriate) of AAPTIP funded materials to support regional activities in accordance with the Program Procedures Manual;

>             Liaise closely with the Regional Finance and Administration Assistant with regard to timely payment of deposits and final payments for travel, accommodation and venue hire;

>             Ensure compliance with DFAT core policies, including but not limited to Disability and Child Protection Policy; and

>             Other duties as directed by the Country Program Coordinator.

Core Competence Required

>             Demonstrated IT skills including experience in MS Office (Word, PowerPoint, Excel and Outlook) and SharePoint. Knowledge of, or willingness to learn, the program’s web content management system;

>             Demonstrated ability to administer general office duties such as filling, maintaining, and monitoring office documents;

>             Good interpersonal, team work and communication skills and able to maintain good relationships with colleagues and external counterparts and stakeholders;

>             Ability to work under pressure whilst ensuring accuracy and attention to detail;

>             Excellent organisational skills with demonstrated experience in assisting to organise meetings and events including arranging travel and logistics; and

>             Strong written and oral communication and interpersonal skills including good written and oral English and Thai language skills.

Qualifications

>             Bachelor in Business Administration, Liberal Arts, travel management, or any other related fields; and

>             At least 1 year experience of relevant office work.

Position Status

This position is a locally engaged position.

How to Apply

Apply online at http://www.cardno.com/en-au/careers/Pages/Jobs-at-Cardno.aspx and search for the job reference number IDA/ACNP/AAPTIP/CPC.

Applications must be received on 11th October 2015. Only shortlisted candidates will be contacted for an interview.

Cardno is an equal opportunity employer and is committed to Child Protection in all fields. Successful applicants may be required to provide a police clearance certificate.