Assistant Project Management Consultant – MA-RE-DESIGN Project

Term of Reference

Supervised by:    Eknarin Ariyavongvivat

Duration:            1 April –15 June 2026

1. Background of consultancy assignment

WWF-Thailand implements the regional project “Marine Litter Prevention through Reduction, Sustainable Design and Recycling of Plastic Packaging (MA-RE-DESIGN)” under the Plastic Smart Cities framework. The project aims to reduce plastic leakage into the marine environment through a holistic approach, including baseline assessments, stakeholder engagement, and pilot interventions in target areas.

To ensure the effective execution of these activities and smooth linkage between the Bangkok office and the field teams, WWF-Thailand seeks a consultant to act as the Assistant Project Manager. The Consultant will serve as the operational backbone of the project, overseeing all administrative, financial, and logistical aspects to support the entire project team.

2. Objective of the consultancy

To manage the administrative and operational workflow of the MA-RE-DESIGN project by providing comprehensive support to the Program Manager and the project team. This includes handling day-to-day coordination, financial processing, event logistics, and document management to ensure that all operations comply with WWF standards and timelines.

3. Scope of work/ Major responsibility

The Consultant will work under the supervision of the Program Manager and in close collaboration with the Technical Coordinator, focusing on the following key tasks:

3.1 Project Administration & Team Coordination

• Central Coordination: Act as the primary coordinator for the project team, managing the central calendar, scheduling internal and external meetings, and ensuring all team members are informed of key appointments and deadlines.
• Meeting Logistics: Organize project meetings, including booking venues, setting up conference calls, preparing agendas, taking detailed minutes, and circulating them to relevant parties.

• Correspondence Management: Manage all incoming and outgoing project correspondence. Draft and format official letters, invitations, and memos for the Program Manager and Technical Coordinator.
• Filing System: Establish and maintain a comprehensive physical and digital filing system for all project documents, contracts, financial records, and technical reports.

3.2 Financial & Procurement Support

• Procurement Administration: Execute the full cycle of procurement processes for the team. This includes sourcing vendors, preparing comparison sheets, drafting contracts, and ensuring all supporting documents meet WWF’s financial regulations.
• Financial Processing: Prepare and process all financial documents for the team, including Purchase Requisitions (PR), payment requests, and expense reimbursements.
• Budget Monitoring: Maintain an up-to-date record of project expenditures. Assist the Program Manager in monitoring the budget burn rate and preparing monthly financial administrative reports.
• Expense Clearance: Manage field trip advances and ensure timely clearance of expenses for all team members.

3.3 Event & Logistics Management

• Event Arrangement: Lead the logistical planning and execution for workshops, seminars, and project launch events. Coordinate venue selection, catering, equipment, and participant registration.
• Travel Arrangements: Handle all travel logistics for the project team, including flight bookings, accommodation, and local transportation for field visits.
• Supplies Management: Monitor and manage inventory of project supplies and materials, ensuring the team has necessary resources for daily operations.

3.4 Reporting Support

• Data Compilation: Consolidate data and information from the Technical Coordinator and team members for progress reports.
• Formatting: Assist in formatting and proofreading project presentations and reports prior to submission to ensure they meet branding guidelines.

4. Expected Deliverables

The Consultant is expected to submit the following deliverables monthly:

• Monthly Administrative Report: Summary of administrative tasks completed (e.g., meetings organized, letters sent, logistics handled).

• Financial & Procurement Status Update: Report on budget utilization, pending procurement requests, and status of team expense clearances.

• Meeting Minutes & Event Reports: Accurate minutes of all project meetings and logistical completion reports for any events held during the month.

• Updated Filing System: Confirmation that all project documents for the month have been archived correctly.

5. Qualifications and Competencies Education and Experience:

• Bachelor’s degree in business administration, Management, Liberal Arts, or related fields.

• Minimum 3-5 years of experience in project administration, office management, or coordination (Experience with NGOs is an advantage).

• Proven experience in managing financial paperwork, procurement processes, and document filing systems.

• Skills and Competencies:

• Strong administrative skills with the ability to manage paperwork accurately and efficiently.

• Excellent organizational and multitasking skills to handle requests from multiple team members.

• Fluent in Thai and English (Written & Verbal).

• Proficient in Microsoft Office (Word, Excel, PowerPoint) and online collaboration tools.

• Service-minded, proactive, and able to work well under pressure.

6. Duration and Payment

Contract Period: 1 April–15 June 2026

Travel and accommodation costs for field visits will be covered by the project.

Payment Schedule:

• 1^st installment 50 % upon contract signed.
• 2^nd installment 50 % upon submission of Final report within 15 June 2026

7. Working Relationship

• Internal: Report to Program Manager (MA-RE-DESIGN); coordinate with Technical Coordinator, Field Coordinators, Finance, Procurement, and Communication Teams.

• External: Liaise with service providers, vendors, private sector partners, and stakeholders regarding administrative and logistical matters.

Submission contract: Proposals should be submitted in Thai or English language by email to: eknarina@wwf.or.th by 5 March 2026 and questions regarding the assignment can be addressed to Mr. Eknarin Ariyavongvivat, WWF Thailand, under the same email.