Campaign Coordination Consultant

Background

Amnesty International Thailand implements the Freeratsadon, which aims to promote solidarity with individuals detained in connection with the exercise of their rights to freedom of expression, peaceful assembly, and political participation in Thailand.

As part of this campaign, the “Letters to Friends in Prison” project collects solidarity letters from members of the public through the Freeratsadon website, campaign activities, and partner organizations. These letters are reviewed, organized, and delivered to detainees in prisons across Thailand.

To support the operational process of the letter project, Amnesty International Thailand seeks to engage a Part-Time Consultant to assist with monitoring detainee updates, managing the letter submission process, preparing mail deliveries, maintaining relevant information on the website, and coordinating with relevant partners.

Scope of Work

The Consultant will support the operational workflow of the Letters to Friends in Prison project, including the following responsibilities:

1. Monitoring Political Prisoner Information

Monitor updates regarding political detainees, including arrests, releases, transfers, or changes in detention status.

Ensure that relevant information used in the letter program remains accurate and up to date.

2. Political Prisoner Profile Management

Update and maintain political prisoner profiles on the Freeratsadon website.

Create new profiles when new detainee cases arise.

Remove or archive outdated profiles when necessary.

3. Website Monitoring

Conduct regular checks of the Freeratsadon letter website, including both front-end and back-end functionality.

Identify and report any technical issues related to letter submission, data storage, or profile display.

4. Letter Screening

Review and screen letters submitted through the Freeratsadon website or other channels.

Ensure that letters comply with prison regulations and do not contain inappropriate or prohibited language that may lead to rejection by prison authorities.

5. Letter Preparation and Mailing

Compile approved letters and prepare them for mailing.

Print and organize letters into envelopes addressed to detainees.

Deliver letters to postal services when necessary.

6. Coordination with Relevant Partners

Communicate and coordinate with partner organizations involved in the letter program when required, including:

Freedom Bridge

Thai Lawyers for Human Rights (TLHR)

7. Expense Documentation and Reimbursement Support

Collect and organize receipts and supporting documents related to operational expenses under the letter program, such as postage, printing, or other related costs.

Submit receipts and supporting documents to the Client in accordance with the organization’s financial procedures.

Ensure that all expense documentation is accurate, complete, and submitted in a timely manner to facilitate the reimbursement process.

Monthly Operational Deliverables

Due to the nature of the Letters to Friends in Prison project, the number of letters received may vary from month to month. Therefore, deliverables are defined based on operational responsibilities rather than fixed numerical targets.

The Consultant is expected to ensure that the letter management process is maintained each month, including the following minimum deliverables:

1. Letter Screening and Mailing

Screen letters received through the Freeratsadon website or other channels.

Compile and prepare letters for mailing.

Ensure that letters are dispatched to detainees at least once per month, when letters are available.

2. Monitoring of Political Prisoner Updates

Monitor and track updates related to political detainees.

Ensure necessary updates are reflected in relevant project information.

3. Website Monitoring and Updates

Conduct routine checks of the Freeratsadon letter website.

Update or coordinate updates to detainee profiles when necessary.

4. Monthly Operational Report

The Consultant shall submit a monthly operational report summarizing:

Number of letters were received during the month.

Number of letters were screened and dispatched.

Updates made to detainee profiles or website information.

Key operational observations related to the letter program.

Submission of receipts and expense documentation, when applicable.

5. Log of Working Days

Submit a log of working days completed during the month to the designated Project Officer to facilitate the payment verification process.

Operational Expenses

Reasonable operational expenses related to the implementation of the letter program, such as postage, printing, or mailing costs, may be reimbursed by the Client in accordance with the organization’s financial policies and procedures.

All reimbursement requests must be supported by valid receipts or supporting documentation.

The Consultant shall provide their own necessary equipment, including a computer and internet access, to perform the services.

Workload Flexibility

The workload may vary depending on the number of letters received and updates related to political detainees. The Consultant is expected to provide services for approximately 3 days per week (or 12 days per month) to manage the operational workflow.

As an independent contractor, the Consultant shall have the autonomy and flexibility to determine their own working hours and daily schedule, provided that all minimum monthly deliverables are completed in a timely manner.

To facilitate the payment process, the Consultant is required to submit a log of working days at the end of each month to the designated Project Officer, alongside the monthly operational report

Confidentiality and Data Protection

The Consultant acknowledges that the work under this contract may involve access to sensitive information, including personal information related to political detainees, letter senders, and partner organizations.

The Consultant agrees to:

Treat all information obtained through this assignment as strictly confidential.

Not disclose, share, reproduce, or distribute any information, documents, or materials obtained through this work to any third party without prior written consent from the Client.