Administrative Assistant, USAID/Thailand PAGI

Project Background

The USAID/Regional Development Mission for Asia (RDMA) Partnerships for Green Investment (PAGI) Activity will accelerate the transition in the land use sector across Southeast Asia to greater emissions reductions, climate resilience, biodiversity protection, inclusiveness, and benefit sharing. The Activity will advance systemic change in agricultural, forestry, and other land use (AFOLU) systems in the region to reduce carbon emissions at meaningful scale through inclusive and sustainable approaches, enabling the regional transition to net zero climate-resilient economies. The three objectives of PAGI are to: 1) increase sustainable and scalable investments in low emission land use, biodiversity conservation and climate resilience in AFOLU supply chains; 2) adopt and/or implement credible environmental, social, and governance (ESG) standards for low emission, biodiversity conservation, and resilient investments; and 3) enhance inclusive and equitable benefit sharing to local communities and smallholders. Partner countries include Cambodia, Indonesia, Lao PDR, Myanmar, the Philippines, Thailand, and Vietnam.

Position Purpose

The Administrative Assistant will be responsible for efficient and accurate administrative operations of the project office and assisting the Director of Operations on the day-to-day activities. His/Her responsibilities will include, but not be limited to:

Key Duties & Responsibilities

• Maintaining project files and documents. S/he will maintain proper filing and ensure that all required supporting documents for all transactions follow both DAI (internal) and USAID rules and regulations.
• Providing logistical support for project events and activities.
• Performing receptionist duties: receiving and directing telephone calls, email communications, and in-person inquiries to appropriate staff members; takes and relays messages.
• Conducting searches to find needed information, using internet or any other sources.
• Coordinating conferences and meetings and arranging both in-house and external events.
• Taking meeting notes.
• Supporting the Director of Operations in the coordination and follows up on all transportation logistics for staff and visits as needed.
• Supporting consultants and project staff with administrative processes and requirements.
• Scheduling and confirming appointments for clients, customers, or supervisors.
• Overseeing and coordinating the need to purchase, receipt and distribution of office supplies and stationery.
• Preparing all packages and documents for mail, courier, and messenger; and supervising their distribution.
• Make travel arrangements for general and program management.
• Help to manage petty cash.
• Other administrative and operational support, as needed.

Qualifications

• Bachelor’s degree preferred and/or 2+ years of administrative assistance experience, or an equivalent combination of education and experience.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Strong verbal and written communication in English and Thai.
• Previous experience working with international NGOs or donors, such as USAID-funded projects is preferable.
• Excellent attention to detail and ability to plan, organize, and prioritize multiple tasks remaining flexible while adhering to strict deadlines.
• Flexible to work under pressure and in response to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.