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Terms of Reference (TOR)

Project Assistant

Regional Project Identification, Monitoring and Evaluation of MKCF Projects (PRIME-Phase II)

1. About Mekong Institute

Mekong Institute (MI) is an intergovernmental organization (IGO) that contributes to regional cooperation and integration through capacity development, dialogue, and advocacy for sustainable socioeconomic development and poverty alleviation in the Greater Mekong Subregion (GMS). Founded and represented by the Mekong countries (Cambodia, China, Lao PDR, Myanmar, Thailand, and Vietnam), MI aligns its strategies with the core tenets of the GMS Cooperation Program Strategic Framework 2030, ASEAN Economic Community, and the 2030 Agenda for Sustainable Development.

MI supports these frameworks through the implementation of projects across the areas of Agricultural Development and Commercialization (ADC), Trade and Investment Facilitation (TIF), and Sustainable Energy and Environment (SEE). Furthermore, MI works as Funds Manager for the Mekong-Korea Cooperation Fund (MKCF) that was established in 2013 to encourage and support cooperation in the seven priority areas among the five Mekong countries and the Republic of Korea (ROK). 

2. Project Background

The second phase of the “Capacity Building for Regional Project Management of MKCF Projects” (PRIME-PHASE II) is designed to strengthen institutional and human capacities while fostering regional cooperation among MKCF project implementation agencies (PIAs), as well as national, regional, and international stakeholders engaged in Mekong–ROK cooperation. Building on lessons from the first phase, PRIME-Phase II aims to enhance the project management capacity of MKCF Project Implementation Agency (PIAs), reinforce regional coordination, and foster multi-stakeholder partnerships between the Mekong and ROK.

The project comprises four main components: (1) Project Inception, Evaluation, Audit and Reporting (2) Enhance Institutional Capacity in Regional Project Design and Implementation (3) Strengthen Monitoring and Evaluation (M&E) System for Regional Project Management and Strategic DecisionMaking and (4) Enhance Sector-Specific Coordination and Synergy Across Mekong-ROK Cooperation and Regional Cooperation Frameworks. The project is implemented over 36 months (April 2026 – December 2028) with a total budget of USD 1,000,000. 

3. Scope of Work and Responsibilities

Under the direct supervision of the PRIME-Phase II Project Manager and in close coordination with the Project Coordinator, the Project Assistant shall provide administrative, logistical, and operational support for the effective implementation of all project activities. The specific responsibilities include:

A. Administrative and Logistical Support

• Provide comprehensive administrative support for all project activities, including training programs, workshops, forums, and field visits
• Coordinate logistics arrangements for project events, including venue booking, accommodation, transportation, catering, equipment, and supplies
• Manage participant registration, travel arrangements, per diem processing, and reimbursement for all project events
• Prepare and distribute event-related documents, including invitations, agendas, participant lists, name tags, certificates, and evaluation forms
• Maintain an organized filing system for all project documents, correspondence, and records (both physical and electronic)
• Handle incoming and outgoing correspondence related to the project 

B. Financial and Procurement Support

• Assist in internal budget preparation and tracking, expenditure monitoring, and financial record-keeping for project activities
• Prepare purchase requests, payment vouchers, and other financial documents in compliance with MI’s financial policies and procedures
• Coordinate procurement of goods and services required for project activities, including obtaining quotations and maintaining vendor records
• Process travel claims, consultant payments, and other project-related disbursements 

C. Data Entry and M&E Support

• Assist in data entry, data cleaning, and data management tasks related to the MKCF M&E system
• Support the compilation and tabulation of pre- and post-training assessment results and event evaluation data
• Assist in the preparation of training materials, presentation slides, and resource packages
• Help maintain and update the project’s contact database of PIAs, stakeholders, and partners
• Support the Project Coordinator in updating the MKCF website and social media platforms with relevant content 

D. Event and Meeting Support

• Provide on-site logistical support during training programs, workshops, forums, and field visits
• Assist in setting up event venues, registration desks, and technical equipment (projectors, sound systems, online platforms)
• Take minutes during project meetings and prepare meeting summaries
• Coordinate with hotel, travel agency, and other service providers for event-related arrangements
• Support the coordination of field visits, including scheduling, transportation, and documentation 

E. General Support

• Assist in drafting routine correspondence, memoranda, and other project communications
• Provide translation support (if applicable) for project documents and communications
• Support the preparation of project reports by compiling data, formatting documents, and proofreading
• Perform other tasks as assigned by the Project Manager and Project Coordinator 

4. Key Deliverables

• Organized logistics and administrative arrangements for all project events (training, workshops, forums, field visits)
• Accurate and up-to-date project filing system and documentation
• Processed financial documents (purchase requests, payment vouchers, travel claims)
• Compiled event evaluation data and assessment reports
• Meeting minutes and summaries
• Updated contact database of project stakeholders
• Administrative support materials for project reporting and auditing 

5. Qualifications and Requirements

• Bachelor’s degree in business administration, public administration, social sciences, international relations, or a related field
• At least two (2) years of experience in administrative or project support roles, preferably within international organizations or development projects
• Good understanding of office administration, logistics management, and basic financial procedures
• Experience in event management and coordination is an advantage
• Good command of English language in both written and spoken forms
• Proficiency in Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook)
• Experience with data entry and database management is an advantage
• Strong organizational skills with attention to detail and accuracy
• Ability to work under pressure and manage multiple tasks simultaneously
• Good interpersonal and communication skills
• Demonstrated ability to work effectively in a multicultural team environment
• Basic knowledge of photography and videography is a plus

Desirable 

• Foster and promote a positive work environment throughout the organization.
• Proficiency in at least one national language of a GMS country.

Salary and Benefits

Salary

The salary shall be commensurate with qualifications and experience, and in accordance with the approved budget allocation for this position at the maximum USD 1,200. The salary amount shall be as specified in the employment contract. According to the status of an inter-governmental organization, income tax exemption applies only to non-Thai staff. 

Benefits

The following benefits are provided subject to the availability of the approved project budget, in accordance with MI’s Human Resources Policies:

Apply

If you have the skills and experience to exceed in this position and are passionate about equitable and inclusive economic growth in GMS, we invite you to submit your CV and the letter cover via the link https://forms.office.com/r/MFwBQJEZWE . Please select “Project Assistant – PRIME Phase II” in the application form. Applications must be submitted no later than March 10, 2026, at 12:00 AM (GMT 7/ Bangkok time).

Candidates fulfilling the aforementioned qualifications and requirements will be shortlisted for further consideration. Only shortlisted candidates will be notified for an interview or written test.