ThaiNGO

Oxfam is an international confederation of 21 organizations, working with its partners and allies, reaching out to millions of people around the world. Together, we tackle inequalities to end poverty and injustice, now and in the long term–for an equal future.

To organize the meeting, Thailand is always the choice of venue for which support from Oxfam in Thailand team. Due to limited capacity in Thailand team, an admin consultant will be hired to work under the following terms and conditions.

Service Required:

Prepare estimated budget and MOU

·          Work with the organiser to estimate budget

·          Develop MOU and seek approval between Oxfam in Thailand and meeting organiser/requester

Hotel Selection & Contract Agreement:

·         Select hotel accommodation, meeting venue, meeting functions to suit requirements. Ensure the hotel selected is a hotel with the existing master agreement and meets Oxfam’s Safety Guidelines.

·         Work with Oxfam logistic officer in preparing/verifying contract agreement with hotel, external suppliers 

Participant Visa & Arrival & Departure:

·         Prepare/Send invitation letters and additional information as required for visa applications

·         Prepare and follow up invitations including communicating/ sending logistics updates to all participants 

·         Track participants check in and out 

·         Liaison coordination with hotel representatives for Oxfam requirements and guest check-in and out

Financial support for payment

·         Provide all receipts and necessary document to clear payment to finance

·         Upload all receipts and necessary financial document to Box

·         Summarize all expense against budget in MOU to budget holder and meeting organiser

Domestic Transportation

·         Coordinate with local transport provider to provide local transfer as needed

Optional Souvenir

·         If required by organiser, procure meeting souvenir for participants

Stationery and Media Printing

·        Prepare materials needed for the meeting i.e. markers, sticky notes, hand-out, materials used in team building exercise

·        printing document, books.  (use outsource service for high volume of printing)

Optional On-site Support

·        Others as necessary to make the event run smoothly

Way of Working:

Work from home is possible as most of activities will be on email and coordination with hotel representative and external vendors.. You may need to inspect for the hotels to finalize the meeting venue and accommodation or perform on site support if needed upon prior agreement.

Oxfam will provide computer laptop and user account to login the system during the work period.

The number of working days per each meeting/event will be justified with the number of participants. It is not required to submit timesheet. However, it is expected to get all preparation done prior to the event taking place. After the meeting ends, the consultant will work with the finance officer to complete payment documents and filing according to Oxfam requirements.