ThaiNGO

Institute of Human Rights and Peace Studies, Mahidol University

Terms of Reference for Junior Administrative Officer under the Southeast Asia Coalition for Academic Freedom 

Position Title: Junior Administrative Officer 

Location: On-site, Institute of Human Rights and Peace Studies, Mahidol University

Duration of Assignment: The assignment is expected to start immediately, with the possibility of extension contingent upon funding availability.

The terms of reference are made by and between the Institute of Human Rights and Peace Studies, Mahidol University, with address at Panyaphipat Building, 999 Phuttamonthon Rd. 4, Salaya, Phuttamonthon, Nakhon Pathom, Thailand 73170 

(1) Background

The Southeast Asian Coalition for Academic Freedom (SEACAF), hosted by the Institute of Human Rights and Peace Studies, Mahidol University, seeks to build a regional coalition of like-minded individuals and institutions.is a new initiative to defend and promote academic freedom in the Southeast Asian region. 

(2) Description of the Assignment

The Southeast Asia Coalition Academic Freedom is a new initiative to serve as a platform and driving force to facilitate sharing of ideas and best practices in protection and promotion of academic freedom that would benefit the national initiatives. The Coalition will work with both larger human rights/social movements and academic community to facilitate and strengthen their works to popularize principles of academic freedom, empower existing domestic initiatives, and engaging in advocacy among academic institutions and national politics. The Coalition will serve as platform where ideas could be shared and learned, consolidated advocacy efforts could be made, and protection interventions could be coordinated. The Coalition will focus on forming up of the Coalition and membership mobilization through compilation of existing initiatives, documentation of the situation and development of advocacy strategy together with the members of the Coalition. The works will later be expanded to policy advocacy and strengthening the works of the Coalition to ensure it serve the needs of local members.

For this purpose, the SEACAF will require a Junior Administrative Officer to provide administrative support to the SEACAF Program, ensuring the smooth and efficient processing of program documentation. The position serves as an operational backup to the program team, assisting with the preparation of official correspondence and administrative documents required for program implementation.

The role requires strong coordination skills, particularly in liaising with relevant administrative units and government offices to facilitate approvals and meet documentation requirements. The position is expected to help ensure that administrative procedures do not hinder the timely implementation of SEACAF program activities.

Main Tasks and Responsibilities 

Under the direct supervision of the IHRP SEACAF Regional Director, Bencharat Sae Chua, the Junior Administrator has the following responsibilities: 

1. Administrative Documentation

• Prepare activity approval request and financial disbursement documents for submission to authorized signatories. 
• Ensure supporting documentation is complete and properly organized prior to submission. 

2. Coordination and Liaison 

• Coordinate with the operations department of the Institute of Human Rights and Peace Studies (IHRP) regarding approval documentation, procurement procedures, and logistics.
• Facilitate communication between the program team and relevant operational units when required. 

3. Tracking and Monitoring 

• Maintain a tracking system for all submitted approval requests and disbursement documents, including approved, pending, and rejected documents.
• Follow up on the status of submitted requests when necessary.

4. Reporting and Communication 

• Support the resolution of administrative issues related to documentation and approval procedures. 

5. General Administrative Support

• Coordinate and prepare logistics arrangement for SEACAF events and activities, e.g. travel and accommodation bookings, event coordination.
• Provide general administrative support to the SEACAF Program as required. 

Deliverables

The Junior Administrative Officer is expected to deliver the following:

• Timely preparation and submission of approval request documents and related correspondence.
• Well-organized documentation and filing system for administrative records.
• Regular tracking updates on approval requests (approved, pending, rejected).
• Effective coordination with the IHRP operations department on documentation, procurement, and logistics processes.
• Prompt reporting to the supervisor regarding issues related to rejected or incomplete documentation.
• Other duties as assigned 

Qualifications

• Bachelor’s degree in administration, social sciences, humanities, or a related field.
• Previous experience in administrative or secretarial work is an advantage.
• Strong organizational and document management skills.
• Attention to detail and ability to manage multiple administrative tasks.
• Good communication and coordination skills. 

Language Skills

• Good command of Thai and English, both written and spoken.

How to apply

Please send your application, including a cover letter and a detailed CV, and supporting documents to the email address: manager@seacaf.org

Closing date: 24 April 2026