ThaiNGO

About FHI 360

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of: Program Associate, LINKAGES Project Thailand

Description:

LINKAGES is a USAID-funded project managed by FHI 360 aimed at accelerating the Thai HIV/AIDS response to recruit, reach, test, treat and retain populations in HIV prevention, care, and treatment services. The project will focus primarily on MSM and transgender (TG) women.

Job Summary / Responsibilities:

This position is characterized by the performance of a variety of program and administrative support duties to the LINKAGES Project. The position requires knowledge of organizational and departmental policies and procedures in order to communicate and facilitate information involving programs, functions, and services. Duties performed may include preparation of procurement documentation, compiling records, organizing and maintaining files, translation, compiling and reporting of project information, organizing workshops and meetings, coordinating with internal staff and implementing partners staff on administrative related matters. At the advanced level, may serve as a lead worker for programmatic and administrative tasks.

DUTIES AND KEY RESPONSIBILITIES:

Program

-Communicate and work closely with direct supervisor and appropriate staff to respond to programmatic issues and/or requests.

-Coordinate with program officers to provide the following programmatic and financial support ; consolidate programmatic updates from partners, update project profile information, assist in activity budgeting process, track program project reports, manage overall country deliverables and implementation time line, coordinate with finance unit and monitor procurement cost tracking, support the organization of activities, workshops and meetings and contribute to workplaning and budgeting as required.

-Provide administrative support to ensure completion of subagreement packaging, consultancy agreements, procurement, and travel approvals. Routinely monitor this process.

-Assist in documentation and reporting process; review consistency of documents according to FHI360 style guide and donor requirements.

-Coordinate other activities to support programs, projects, and data tracking. 

-Apply FHI360 policies and procedures to work activities.

-Complete additional requests for program support as needed.

Administrative

-Set up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.

-Schedule meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics, takes minutes, prepare and distribute to appropriate staff).

-Provide administrative support to staff for copying, faxing and large- scale mailings.

-Communicate with both internal and external personnel as required.

-Maintain and updates records of all administrative related document e.g. services contracts etc.

-Ensure that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.

-Prepare and maintain documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.

-May handle special projects and execute research and data analysis tasks and performs desktop publishing.

-Establish, develop, maintain and update filing system and retrieves information from files when needed.

-Complete additional requests for administrative support as needed.

Procurement

-Work in collaboration with staff at FHI 360 LINKAGES for procurement requests to ensure that all requests are made and processed in compliance with FHI 360’s policy and specific funding requirements. This includes procurement of commodities and services such as furniture, office supplies, office building and equipment maintenance, messenger and cleaning services, as well as technical items such as office equipment, and specialized equipment for research.

-Handle overall procurement process, which includes identifying vendors, establishing preferred vendors, preparing procurement request, requesting quotations, coordinate with LINKAGES team to finalize purchase orders, and reviewing invoices prior to submission to APRO Finance for payment.

-Conduct receipt, storage and distribution of expendable supplies and non-expendable property.

-Update contract list and coordinate with regular contractors in renewing the contracts.

-Develop and maintain information of all active vendors in a vendor database.

Travel

-Responsible for travel arrangement for travelers under LINKAGES program.

-Arrange hotel reservation for LINKAGES staff, consultants and visitors. Maintains data on hotels in key provinces for future reference.

-Handle logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiating with the selected hotel, coordinating with concerned staff at APRO in purchasing supplies for the events to clearing the expense with the hotel.

-Provide update travel schedule to FHI 360 LINKAGES team.

CONTRIBUTION:

-Act as a liaison with other departments and outside agencies

-Handle confidential and non-routine information and explains departmental policies when necessary.

-Proofread for spelling, grammar, and layout, making appropriate changes and responsible for accuracy and clarity of final copy.

-Coordinate special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.

-Assign work/task responsibilities for projects as directed by management.

-Assist with the gathering, compiling and evaluation of project due diligence data and be familiar with departmental guidelines.

-Enforce and adhere to organization policies and procedures including corporate guidelines and best practices.

-Assist supervisors in ensuring project administration and operations run smoothly.

-Use initiative to improve work flow and improve systems for clerical functions.

MINIMUM REQUIREMENT STANDARDS:

-Degree in Business Administration or Related Fields

-Good written and oral communications skills in Thai and in English

-Prior experience working with NGOs and government organizations would be useful.

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

-With minimal supervision, manage high volume work flow.

-Service minded well organized, strong negotiation and interpersonal skills.

-Flexible approach to working hours and the ability to work under pressure with minimum supervision.

-Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.

-Knowledge of general office practices and organizational skills, administrative and planning skills.

-Experience in providing procurement support, and basic knowledge of donor’s procurement policy.

-Basic knowledge of air ticketing.

-Good proficiency in computer software applications in particular Microsoft World, and Excel.

-Good command of spoken and written English.

-Report to supervisor on variances and status on regular basis.

-Resourceful in gathering and providing information.

-Knowledge of budget preparation and monitoring.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

-Ability to travel within the country, if required

TYPE AND NATURE OF CONTACTS:

-Frequent interaction with others within and outside the organization and ability to resolve problem situations with tact. Requires strong professional relationships with clients/customers

NOTE:  Applicant must be eligible to work in Thailand. No expatriate benefits or allowances provided.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and an outstanding benefit package. Interested candidates, please register online through FHI 360’s Career Center at https://jobs-fhi360.icims.com/jobs/16812/program-associate%2c-linkages-project-thailand/job

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.