ThaiNGO

Consultancy Communications Administrative and Technical Assistant

Terms of Reference

Description

With more than 90 offices worldwide, Friedrich-Ebert-Stiftung (FES) has built a vast network of international partners, contacts and friends. In 2015, FES intensified its online-based communication with English-speaking partners and contacts across the world. This has been done by:

• Developing FES Connect, an English portal, monthly digital news brief and a social media account, that brings social and political updates from the work by the international and German network of FES and partners;
• Implementing and expanding a communication strategy for FES in Asia by launching an English-language online platform (www.fes-asia.org) for the work by FES in Asia– a region that makes up a very large part of the international contacts of FES, given the size of its population.

The office of Friedrich Ebert-Stiftung in Thailand, which is part of the network of offices positively affected by the decisions, is hiring a part-time Administrative and Technical Assistant to support the ongoing work at FES Thailand that has occurred in light of these changes.

Roles and duties

The Administrative and Technical Assistant will be responsible for the provision of reliable administrative coordination of planning and preparation of activities and general office support services related to FES Connect and FES in Asia that are part of the ongoing work by FES Thailand. In particular, the Assistant will be responsible for the following duties:

• Support the coordination and preparation work for FES Connect and FES in Asia and in particular the segment he/she will be assigned to administer;
• Compile, summarize, and present basic information/data on FES Connect and FES in Asia and related topics or issues, as well as maintain files (both paper and electronic) as part of the ongoing work in FES Thailand;
• Support the accountant with preparing payments, draft honorarium agreements and contracts with external service providers as well as plans for payments;
• Monitors processes and schedules related the activities, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Support the preparation of activities within Thailand, organizing logistic for events and travels, including sending invitations, follow-up with participants, purchasing of tickets and submitting of travel claims.
• Coordinates with office secretary, and external service providers to maintain relevant office and IT equipment
• Maintains relevant calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside of the immediate work unit
• Coordinate all regular secretarial tasks related to FES Connect and FES in Asia, relevant to the ongoing work at FES Thailand.

Competencies and skills:

• Knowledge of internal policies, processes and procedures, understanding of the functions and organization of an office and of the organizational structure and respective roles. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
• Speaks and writes English clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed;
• Works collaboratively with colleagues; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda;
• Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; monitors and adjusts plans and actions as necessary; uses time efficiently;
• Takes ownership of all responsibilities and honours commitments; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
• Actively seeks and offers new and different options to solve problems; takes calculated risks on new and unusual ideas; is not bound by current thinking or traditional approaches;
• Establishes and maintains productive partnerships with service providers by gaining their trust and respect; keeps them informed of progress or setbacks; meets timeline for delivery of products or services to clients.
• Contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
• Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Qualifications and Background:

• Education: University Degree in Liberal Arts, Communications, Public Administration and Marketing is desirable;
• Work Experience:Minimum two years of experience in administrative, and office support functions. Experience working in news media or as communications assistant is an advantage;
• Languages:Fluency in both spoken and written English and Thai. German is advantage.
• Other Desirable Skills:Proficiency in MS Office, understanding of digital and social media. Familiarity with design software (e.g. Photoshop, InDesign) and content management systems, as well as with the email and social networking services of O 365 suite  is a plus.

HOW TO APPLY:

Interested applicants should submit the following documents via email to chanapa@fes-thailand.org, with copy to team@fes-connect.org:

• Letter of interest clearly stating suitability for the position (one page)
• Detailed curriculum vitae or resume

When submitting your application, include in the subject line of the email, Application for administrative and technical assistant and your name.

Application deadline is 15 August 2017.

Failure to submit supporting documents as specified in the announcement or submit after 15^th August will result in an incomplete application. Applicants who submit incomplete applications will NOT be considered for this vacancy announcement.

Candidates will be notified about the status of their application within 7 days of the application deadline.

Closing Date               :      19 April 2026 (11:59 PM, Bangkok Time)