ThaiNGO

TITLE:                                Admin Associate

CONTRACT TERM:          3 months, with the possibility of extension

LOCATION:                       Bangkok, Thailand

SUMMARY OF JOB RESPONSIBILITIES

The Asia Foundation’s Thailand Office is seeking a part-time, qualified, talented Admin Associate to support USAID and Australia Mekong Safeguards Program (Mekong Safeguards) in administrative and logistical operations to implement the programmatic activity. The position requires a broad understanding of Mekong Safeguards’ activities and relies heavily on the candidate's resourcefulness, coordination, and organizational skills.

USAID and Australia Mekong Safeguards is a multi-year project working with major banks, governments, and developers in China, Thailand, Vietnam, Laos, Cambodia, and Myanmar on large energy and transportation infrastructure investments to strengthen environmental and social standards and adopt clean technologies in Southeast Asia’s Lower Mekong sub-region. The program is an exciting opportunity to support new and improved ways governments, financiers, developers, and CSOs can invest and build sustainable energy and transportation infrastructure.

Reporting & Supervision:

The Admin Associate will report directly to the Deputy Chief of the Party and Project Finance Specialist.

Responsibilities

• Support Mekong Safeguards and TAF with administrative work, including but not limited to:
  • Proactively manage program schedule (holidays, events, meetings, staff leave, etc.) and keep track of staff plans, including birthdays and other important days.
  • Procurement of goods and services (creating and following up purchase requests, vendor management, sourcing and requisition, and advertisements).
  • Process reimbursements for Mekong Safeguards staff on items, business meals, and travel expenses.
  • HR activities (supporting TAF HR with Mekong Safeguards staffing requirements, recruitments, candidate applications (evaluation), benefits, social security, HR-related reimbursements, and insurance- and social security–related activities).
  • Maintain inventory of Mekong Safeguard’s assets (computer and other equipment).
  • Act as point of contact for IT issues and interaction with TAF IT personnel.
• Support Mekong Safeguards program activity implementation, including but not limited to:
  • Work closely with the Event Manager to organize virtual and in-person events and coordinate with other Mekong Safeguards and TAF staff for logistical preparations and event execution.
  • Set up and manage the program’s document filing system with reference numbers and maintain hard-copy and electronic versions on SharePoint.
  • Coordinate with counterparts/stakeholders to organize meetings and follow up for confirmation and information.
  • Work closely with the Project Finance Specialist to prepare and manage expense reports, reimbursements, cash advances, and coordinate with TAF Finance for payments.   
  • Work with the Senior Monitoring, Evaluation, and Learning (MEL) Specialist to prepare MEL-related materials and collect relevant data.
• Collaborate with and under the guidance of the TAF Administrative Officer/Office Manager on:
  • Supporting foreign staff administrative requirements such as visas, licenses, and work permits as well as other requirements under Ministry of Labor, Ministry of Foreign Affairs (and consulates), foreign embassies, and other relevant entities.
  • Assisting other TAF programs and departments (office supplies, maintenance, security, transport, and inventory records).
• Perform other duties as assigned.

Requirements:

• Bachelor's degree in a relevant field (e.g., business administration, social sciences, public administration, political science, or science-related field).
• Experienced in coordination, organization, secretarial support, and logistical preparations for programs, organizations, or high-level committees, especially in Southeast Asia.
• Knowledgeable in office/productivity software such as Word, Excel, PowerPoint, Outlook, Adobe Suite, and cloud-based applications.
• Ability to work effectively under pressure with challenging deadlines.
• Ability to travel for field work domestically and within the Lower Mekong countries.
• Fluent in English (speaking, listening, and writing)
• Experience working for multilateral donors such as USAID or DFAT is a plus. 

Please send a cover letter specifying the position to which you are applying with your resume or CV by email to mekong.safeguards@asiafoundation.org by June 3, 2024. In the email subject title, please include ‘Position Admin Associate’.

(Only short-listed candidates will be notified.)