Position: Program Assistant- youth in development (YinD)
Reports to: Program Manager- YinD
Workweek: 40 hour workweek
The Program Assistant (PA) is a fulltime contracted position in the Peace Corps office in Bangkok. The PA is responsible for providing office and field support to the Program Manager (PM) and the Program Training Specialist (PTS) for the Youth in Development (YinD) project. The PA is responsible for program support matters, administrative and logistical support, as well as safety and security. They are also an important contact and resource person for YinD Volunteers. The PA occasionally travels to the field and acts as on-site coordinator for in-service training events.
Major Duties and Responsibilities:
Peace Corps Thailand closely collaborates with Royal Thai Government (RTG) agencies; Thailand International Development Cooperation Administration (TICA) and the Department of Local Administration (DLA) ensure that the YinD project meets the expressed needs of our local Thai partners. The Program Assistant’s duties and responsibilities include, but are not limited to, the following:
- Assist PM and PTS in contacting and maintaining positive relations with RTG agencies on programming and training matters. Maintain up-to-date contact list of all RTG liaisons and partners.
- Assist PM in contacting field counterpart at Volunteer sites to check-in and follow up on related programing and Volunteer support issues, as well as, act as a back-up PM when not available.
- Handle all correspondence between the Peace Corps education program and RTG partners; write/translate official letters, prepare letters for PM, Director of Programming and Training (DPT), or Country Director (CD)’s signature, and ensure that all correspondence is sent in a timely manner by email, post, or fax.
- Submit updates and reports to appropriate RTG offices, in a timely manner, on changes of Volunteer status such as early termination, advance of Close of Service (COS) date, extension, and transfer.
- Help PM compose periodic reports to RTG partners on project and Volunteer activities. Such reports may include email updates, letters, flyers, brochures, or other publications.
- Work with Executive and Communication Assistant to update Peace Corps Thailand’s communication; social media platforms, weekly newsletter.
The YinD projects are designed and implemented so that Volunteers and Thai community partners collaborate closely on shared goals and objectives. The Program Assistant plays an important role in helping the PM and PTS ensure continuous improvement and innovation in the quality of the projects. Programming duties and responsibilities of the Program Assistant include, but are not limited to, the following:
- Maintain current and complete project files and records. Update the Volunteer Roster and database in the Volunteer Information Database Application (VIDA).
- Help to maintain up-do-date files on all site development documents. Assist in the dissemination of Site Identification Handbooks and materials, collect and file Volunteer requests, and maintain files on all potential sites.
- Translate program documents from English to Thai and Thai to English, such as the Site Identification Handbook, Supervisor/Counterpart Handbook, site identification surveys, and correspondence, as needed.
- Help to manage and coordinate the travel schedule, lodging reservations, meeting appointments and calendar updates for all Programming and Training staff. Provide general administrative support in the office and backstop Programming and Training staff when they are in the field.
- Work with the Monitoring and Evaluation Specialist to compile electronic copies of the Volunteer Report Form (VRF) twice a year and import to VIDA and convert any VRF in Word format into Excel.
- Compile statistics from all Volunteer Quarterly Reports into one table for use in creating the annual Project Status Report (PSR). Assist in the preparation of the PSR as requested by the Programming and Training staff.
- Manage mail distribution. Prepare and disseminate correspondence, updates, and other materials to both Volunteers and Thai partners, as needed. Assist with collection of information for and distribution of program newsletters.
- Support other units as needed. Be open and flexible and take on additional tasks not prescribed in the SOW during busy times or times of need.
- Assist in conducting first Site Identification for volunteer input annually. They will visit and discuss community needs, motivation, and youth related projects, and potential field counterparts.
- Assist in conducting second Site Identification to identify safety and security concerns, select safe and appropriate host family, and rental house options.
- When required, they will support YinD team to facilitate sessions for in-service training events.
Peace Corps conducts extensive pre-service training to prepare Volunteers for their technical assignment, as well as various in-service events that provide Volunteers and their Thai partners updated knowledge and skills in technical and other areas. The Program Assistant’s duties and responsibilities in the area of training include, but are not limited to, the following:
- Assist in the preparation of technical training information and materials for various training events. Collaborate with training staff to ensure that they have all necessary program materials for their sessions and activities.
- When needed, act as on-site coordinator for PST Reconnect, handling all logistics, meals, transportation, communication with RTG partners and Counterparts and guest speakers, etc. Ensure that the event runs smoothly and be available for any emergencies that might arise.
- Assist the Training Assistant (TA) in managing the resources in the Information and Resource Center (IRC).
- Coordinate with Training and Admin Team to estimate and track the budgets for in-service training events.
Volunteers are provided quality training and ongoing project support that equips them to be self-sufficient and to have a productive and fulfilling experience at site. The Program Assistant is an important support and contact person for Volunteers. Volunteer support duties and responsibilities include, but are not limited to, the following:
- Help distribute, collect, and file all materials related to Volunteer site visits. Act as backup in the office when PM and PTS are in the field on site visits. Participate in site visits whenever possible in order to gain a better understanding of Volunteers’ realities in the field.
- Provide feedback in a timely manner to Volunteers on all email correspondence and phone requests. Encourage Volunteers and offer positive feedback on their accomplishments.
- Maintain accurate and up-to-date files on all out-of-site requests. Track annual leave and other absences from site using VIDA. Answer requests from Volunteers on out-of-site policy and annual leave balances.
- Help Volunteers complete Description of Service (DOS) report. Prepare report on letterhead for CD’s signature.
SAFETY AND SECURITY
Every Peace Corps Thailand staff member has duties and responsibilities directly and/or indirectly associated with Safety and Security. The duties and responsibilities of the Program Assistant, particularly as they concern Volunteers and Trainees in their projects, include, but are not limited to, the following:
- Assist the PM in fulfilling assigned Emergency Action Plan (EAP) duties and serve as the Alternate to the PM in the event the PM is not available at the time of an emergency.
- Work with programming staff and the Safety and Security Coordinator (SSC) to keep updated the communication systems, the Volunteer and Trainee Roster, as well as EAP system.
- Receive calls from Volunteers reporting incidents (non-assault and assault), and either refer the call to the SSC or, as appropriate, document needed information for use by other staff.
- Addresses Volunteer safety and security by adhering to Peace Corps site development policies and procedures. Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD). Assists Program Managers to ensure that prospective sites meet established programmatic and safety/security criteria (e.g., safe housing, a clearly defined assignment with an organization that shows real interest in working with a Volunteer. etc.). Reviews and references site history files when evaluating potential sites, and incorporates appropriate safety and security-related information into site history files. Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security. Participates in the design and implementation of the Emergency Action Plan (EAP). Acts as duty officer, as needed. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
Occasional Money Handler
The personal service contractor (PSC) may be requested to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to Pre-Service Training/In-Service Training site, or other locations as directed by the Contracting Officer. The PSC may also be requested to courier cash to Peace Corps trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.
- Bachelor’s degree in Political Science, Social Sciences or relevant work experience
- At least 3 years-experience working on project implementation in development field
- Fluency in written and spoken Thai and English; strong written English skills
- Program and Administrative support experience
- Proficiency with standard office computer programs
- Excellent interpersonal and communication skills; comfortable and willing to work in a collaborative team environment
- Strong computer, coordination and organizational skills; excellent cross-cultural communication skills
- Flexible, motivated and self-directed
- Prior experience working with Americans or an International Organization
- Valid Thai work and residency permit required.
- Ability to travel up to 20% of time.
Other Information, including Benefits:
- Expected Start Date: After successful background security check
- Duty Station: Bangkok (Dusit District near Krung Thon Bridge)
- Insurance: Group Health, Life Insurance, and Workmen Compensation Plan paid by Peace Corps
- Bonus: Eligible for 13th month prorated bonus
- Holidays: Approximately 20 paid holidays/year (office closures on certain holidays)
- Annual Leave : 11 annual leave (personal vacation) days/year to start
Application Period: February 11 to March 10, 2020.
To apply: Submit a (1) required PC Job Application, (2) required cover letter or email explaining qualifications for the role, expected salary, interest in Peace Cops, and (3) optional resume to: PCThailandJobs@peacecorps.gov
Failure to follow the instructions will invalidate your application.
Required PC Application form and the full Statement of Work are here: https://www.peacecorps.gov/thailand/contracts
Notes: (i) Only Thai nationals only; no visa sponsorships. (ii) Only short listed candidates will be contacted. (iii) Contractors who resigned or voluntarily terminated full-time employment with Peace Corps in the past 12 months are ineligible for consideration. (iv) Current PC Contractors must have been in their current roles for at least 12 months to be eligible for consideration.
ผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant