ThaiNGO

TERMS OF REFERENCE

Position: Project Assistant

Background

Mekong Institute (MI) is an intergovernmental organization owned by the six countries of the Greater Mekong Subregion, focusing on human resource development and capacity-building initiatives to drive sustainable development. With over two decades of experience in project management, training, and research, MI is recognized for fostering regional cooperation and development across Southeast Asia. 

The Mekong Children's Heart Care Project, jointly implemented by MI and Fuwai Hospital, aims to enhance the diagnosis and treatment of congenital heart disease (CHD) among children in Laos and Cambodia. The project focuses on promoting minimally invasive procedures, building local healthcare capacity, and establishing a regional cooperation mechanism to improve child health outcomes.

Purpose:

The Project Assistant provides essential administrative, logistical, financial, and communication support to ensure smooth and timely implementation of project activities. The role assists the Project Team Leader, Grants and Compliance Officer, and in-country teams by maintaining documentation, arranging logistics, coordinating communications, and supporting data and reporting needs.

Main Responsibilities:

A. Project Coordination and Administration

• Support scheduling and coordination of meetings, trainings, and field activities.
• Maintain organized filing systems and tracking tools for project documentation.
• Support in maintaining project work plans, timelines, and activity trackers.
• Provide administrative support for daily project operations. 

B.  Logistics and Event Support

• Arrange travel, accommodations, and other logistical requirements for project staff, partners, consultants, and relevant stakeholders.
• Assist with the organization of on-site events, workshops, and field visits.
• Support the post-activity documentation and feedback collection.

C.  Financial and Procurement Support

• Assist with procurement tasks, such as obtaining quotations and coordinating with vendors, in line with MI and donor compliance standards.
• Track petty cash expenditures and support reconciliations.
• Maintain financial records related to project expenses and reimbursements.

D. Communication and Stakeholder Coordination

• Draft routine correspondence and meeting minutes.
• Maintain updated contact lists of stakeholders and partners.
• Assist the project team in coordinating with hospitals, government partners, and field staff.
• Support preparation of communication materials with the MI’s Communication and Knowledge Management team.

E.  Monitoring, Data, and Reporting Support

• Assist in collecting and entering M&E data.
• Maintain databases of beneficiaries and activities.
• Organize digital and hard-copy archives for data and reports.

F.  Cross-Team and Regional Collaboration

• Support coordination with counterparts in Cambodia and Laos on joint activities and updates.
• Support other departmental tasks as needed.

Expected Deliverables:

1. Accurate and up-to-date project documentation, including filing of administrative and financial records.
2. Logistical support for meetings, trainings, and field visits delivered efficiently and on time.
3. Petty cash, procurement, and expense documentation submitted in a timely and compliant manner.
4. Meeting minutes and internal/external communications drafted and shared promptly.
5. Monitoring and evaluation tracking tools regularly updated with accurate data.
6. Contact and stakeholder lists maintained and kept current.
7. Project reports, datasets, and key documents systematically archived for accessibility and audit readiness.

Qualifications:

• Bachelor’s degree in Public Health, Development Studies, Social Sciences, Business Administration, or related field.
• Minimum 1-2 years of relevant experience in administrative or project support roles.
• Experience in procurement or finance is an asset.
• Experience with development or health projects preferred.
• Working knowledge of English and Thai; knowledge of Lao or Khmer is an advantage.
• Effective communication and interpersonal abilities.
• Ability to work in a multicultural team and travel regionally when needed.
• Proficient in Microsoft Word, Excel, Teams, zoom; familiarity with Canva is a plus.

Salary and benefit:

• Competitive monthly salary ranging from 800 – 1,000 USD, commensurate with qualifications and relevant experience
• Health Insurance: Comprehensive medical coverage for employee  
• Annual Leave: 20 days of paid vacation per year, plus Thai public holidays
• Sick Leave: 30 days of paid sick leave annually
• Relocation Assistance: Round trip relocation allowance for candidates relocating to Khon Kaen

Apply

If you have the skills and experience to exceed in this position and are passionate about equitable and inclusive economic growth in GMS, Please submit your CV and cover letter via the link https://forms.office.com/r/MFwBQJEZWE  within February 15 , 2026, by selecting the position “Project Assistant - Mekong Children Heart Care Project - (Thailand)”

Please note that the closing date is midnight Bangkok, Thailand time and only applications successful in progressing to the next stage will be responded to.