ThaiNGO

Program Assistant

The Asia Foundation (TAF) is a non-profit international development organization committed to improving lives across a dynamic and developing Asia. TAF’s programming areas covers economic opportunity, governance, women empowerment, environmental resilience and international relations.  TAF is looking for a skilled, experienced, confident, and enthusiastic Program Assistant to play a vital role in our programs.

Summary of Job Responsibilities

Program Assistant (PA) supports Senior Program Officers (SPO) in the program areas as assigned.  Under supervision of SPO, PA will work as part of the team to support timely, effective and quality implementation of various programs. She/he will be responsible for general administrative and financial aspects of program activities and logistical support, grant management and contract administration.

Scope of work:

General administrative and logistical support:

• Assume overall responsibility for administrative matters for programs as assigned.
• Provide administrative and logistical support to both virtual and in-person program activities, such as meetings, seminars, and workshops, from conceptualization and preparation through execution and reporting.
• Provide administrative support to the program team and consultants with respect to payments, entitlements, travel arrangements, and claims.
• Maintain the program calendar including key milestones and deadlines.
• Maintain program-related records in line with TAF’s procedures and systems.
• Develop and maintain a filing system for the program activities and photos.
• Develop a mailing list for program related correspondence.
• Assist with organizing publication of program research reports.

Grant Management and Contract administration:

• Assist SPOs to review proposals and budgets from grantees and potential Foundation partners.
• Assist SPOs in drafting Letters of Agreement and Contract.
• Responsible for managing grantee reporting process, including following up on delinquent reports.
• Assist SPOs in monitoring and evaluating grantee activities and programs.
• Conducts routine correspondence via email and post with grantees regarding program activities, reports, proposals and other program-related matters.
• Work closely with SPOs to organize all logistical support and backstopping efforts necessary to ensure satisfactory completion of grantee activities and programs.
• Assist with day-to-day administration of contracts and procurements between TAF and external consultants and service providers.
• Ensure the correctness of processes and appropriateness of contracts and documents used with each service or activity.
• Keep records of contracts and procurement documents.

Financial management:

• Assist in the preparation of a budget estimate of planned activities and expenditures forecast for programs.
• Assist in monthly financial reporting to the finance team.
• Review invoices of consultants and service providers against the contracts.

Coordination:

• Coordinate with program teams and units of TAF-Thailand, other Country Offices and home office as requested.
• Coordinate with external parties on administrative and logistical matters related to program activities.
• Participate in internal meetings of TAF and meetings with external parties, including donors, as requested.

Others:

• Perform other duties as assigned by the supervisor.

Qualifications:

• Bachelor’s degree in a relevant field.
• A minimum of 2 years relevant experience, on development, research, public policy, or international relations is preferred but not required.
• Strong organizational and administrative skills.
• Good communication skills, fluency in verbal and written English, and ability to communicate with people in a polite, cordial and cooperative manner.
• IT skills including experience in using MS Office (Word, Excel, Teams and Outlook), e-mail and SharePoint; and arranging virtual meetings using Zoom, Webex and similar applications.
• Ability to work under pressure and to prioritize work in order to meet deadlines and be attentive to details.
• Good interpersonal, teamwork and communication skills and able to maintain good relationships with colleagues and external counterparts and stakeholders.
• Self-starter with a proactive attitude who can anticipate needs.
• Ability to work collaboratively with colleagues as well as independently to achieve goals.  
• Demonstrated sensitivity and positive attitude and ability to work in a multicultural environment.  
• Thai nationality (required)

Please send a cover letter specifying the position to which you are applying with your resume by email to: poonsook.pantitanonta@asiafoundation.org by September 4, 2023. (Only short-listed candidates will be notified).

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