About Projects

Structure

FCF Projects operate under one of three branch offices located in Chiang Mai, Ubon Ratchathani, and Udon Thani. 

Each Project is led by a Project Director who is advised by a Project Board under the delegated oversight of the FCF Board of Directors. 

The FCF Administrative Team provides centralized support to ensure consistent legal compliance, financial accountability, and operational standards across all Projects

Project Director Responsibilities 

Project Directors are responsible for:

• Selecting and leading their Project team

• Strategic planning and implementation

• Fundraising and donor engagement

• Preparing and submitting required reports

• Ensuring compliance with FCF policies and Thai law

All budgets, reports, and major leadership decisions remain subject to review and approval by FCF.

Reporting Requirements

Projects must submit the following:

• Quarterly Project Board meeting minutes

• Monthly expense reports

• An annual budget (submitted by year-end)

• An annual report using the approved FCF template

Failure to maintain reporting compliance may result in administrative review.

New Project Approval Process

Prospective Project Directors will meet with FCF leadership to determine alignment in mission, structure, and governance.

After submission of a formal application, the proposal will be presented to the FCF Board of Directors for initial review. The applicant will not attend this initial review meeting.

If initial approval is granted, detailed documentation will be prepared, including:

• Final Project description

• Staff job descriptions

• Annual budget

• Fundraising plan

• Branding and communications plan

The applicant will then attend a subsequent Board meeting for interview and final approval.

Upon approval, the FCF Administrative Team will coordinate onboarding.

For further information, please email projects@fcfthailand.org.

Project Director Transitions 

Extended Absence & Temporary Leadership:

 If a Project Director takes a leave of absence or travels for an extended period (between 4 weeks and 6 months), a Temporary Project Manager (TPM) must be designated to oversee daily operations and maintain operational continuity.

• Authority: The TPM manages daily project activities and serves as the operational point of contact with FCF Admin. The Project Director retains full responsibility and oversight for the project, and the TPM does not have the authority to recruit/terminate personnel or alter project descriptions.

• Process: The Project Director must notify the Project Care Team (PCT) at projects@fcfthailand.org, submit a candidate for review, and complete the official TPM Job Description prior to departure.

For complete steps, see the full Process for Designating a Temporary Project Manager.

Formal Absence & Permanent Leadership Transitions:

If a Project Director expects to be absent for longer than 6 months, an Interim Project Director must be formally appointed and approved by the FCF Board of Directors.

If a Project Director leaves suddenly, an Interim Project Director may be appointed with FCF Board approval to maintain leadership and project continuity while a formal candidate search is conducted. (In some cases, the interim director may later be considered and approved as the permanent replacement.)

The process for appointing an Interim Project Director is outlined here.

Whenever a Project Director resigns or steps down, and the Project continues, a replacement Project Director must complete the interview process with HR and receive official approval from the FCF Board of Directors.

Legal Compliance 

All Projects must operate in full compliance with Thai law.

FCF will not assume liability for Projects operating outside reasonable legal compliance. Projects facing legal or regulatory uncertainty must consult FCF leadership before proceeding. FCF may engage legal counsel when necessary.

Bribery or any form of illegal facilitation is strictly prohibited.

Project Governance Documents: Project Descriptions 

Each Project must maintain a current Project Description outlining:

• Mission

• Intended outcomes

• Core activities

Descriptions are reviewed annually. Significant changes to mission, vision, or outcomes require approval from the FCF Board of Directors.

Organizational Participation

• Annual FCF Conference – Attendance required for all staff unless excused by HR.

• Occasional All-Staff Gatherings – Optional; attendance encouraged.

• Project Directors Meetings - Called as needed; attendance required for all Project Directors.

Staff Evaluations 

All staff and volunteers should receive an evaluation at least once a year, and the results must be submitted to the FCF Human Resources department. This information will be kept on record and used to identify ways to support projects more effectively. Projects may use their own evaluation tools; however, if assistance with the evaluation process is needed, please contact  hr@fcfthailand.org.

Google Workspace 

FCF provides a nonprofit Google Workspace account to staff, including: 

• @fcfthailand.org email address

• Google Meet access

• Shared Drives and collaborative applications

To set up an account, please email informationservices@fcfthailand.org.

Partnerships & MOUs

Projects may enter into partnerships that align with FCF’s mission, values, and policies. FCF reserves the right to prohibit partnerships that conflict with its principles.

Formal partnerships involving shared resources, branding, or long-term collaboration should be documented through a Memorandum of Understanding (MOU).

All MOUs must be submitted to FCF for review prior to signing.

Thai Staff

Projects employing Thai staff must comply with all applicable Thai labor regulations and FCF employment policies.

(See Staff Handbook for employment details.)

Volunteers 

Volunteer onboarding, training, and ongoing supervision are governed by the policies and procedures stated in FCF’s Volunteer Application & Onboarding Procedure Manual and Staff Handbook.