Post Title : Programme Support Officer
Post Code : PSO
Background
Three decades after ASEAN was established, ASEAN Leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among people of ASEAN. After its establishment, the ASEAN Foundation has been tasked to support ASEAN’s community building efforts by promoting greater awareness of the ASEAN identity, human resource development, people-to-people interaction, and close collaboration among the business sector, civil society, academia and other stakeholders in ASEAN. We work in four thematic areas of education, arts and culture, media development and community building. We provide support in the form of scholarships, fellowships internships and exchanges. We organise meetings, conferences, roundtables and workshops in support of the ASEAN Community.
Position Summary
The Programme Support Officer is required to work for different projects in the ASEAN Foundation. The purpose of this job is to provide support services which include all aspects of the project implementation and event management. The Programme Support Officer will also liaise with relevant clients and relevant/appointed staff at the ASEAN Foundation to coordinate travel and accommodation. The person needs to be multi-skilled, adaptable and creative.
Under the supervision of the Head of Programme, the Programme Support Officer will work closely with the Project Coordinator, Project Manager and Programme Coordinator to ensure the necessary support is provided for the implementation of the project.
Description of Roles and Responsibilities
Project Administrative management
- Assist in the preparation of all necessary documentation related to the programme activities, which includes budget
- Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records
- Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities
- Maintain records on all project personnel and local consultants and their respective status (contracts, ToRs in accordance with accepted policies and procedures
- Provide administrative and logistical support to senior project staff and consultants as and when required.
- Prepare general correspondences independently, as well as on instruction by the Supervisor(s)
- Perform follow-up actions to ensure appropriate action is taken on project matters in the absence of the Supervisor(s)
- Monitor, respond to and re-direct emails / phone queries as appropriate for the project/organisation
- Provide administrative and logistical support to senior project staff and consultants as and when required.
- Prepare general correspondences independently, as well as on instruction by the Supervisor(s).
- Perform follow-up actions to ensure appropriate action is taken on project matters in the absence of the Supervisor(s).
Financial management
- Support the budget holders in monitoring expenditure of funds and activities.
- Assist budget holders (e.g. Head of Programme, Project Coordinator or Project Manager) in the administration of financial tasks relating to project implementation. This includes preparation of money transfers and cash requests
- Support the budget holders in soliciting financial and narrative reports from partners, and help to monitor expenditure of funds and activities of partners, if relevant
- Advise and assist participants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services event
- Create and maintain a project filling system, on-line and hard copy (when appropriate)
- Ensure the effective recording, documentation, and filling of project activities, internal and external project meetings
- Maintain a proper record of approved project budgets and their revisions
- Undertake other financial and administrative tasks on an ad hoc basis.
Procurement
- Work with Finance and Operations Unit to compile, maintain data on vendors/suppliers
- Source and secure most appropriate and cost-effective suppliers for the smooth running of project activities including accommodation, meeting venues, local travel, hospitality, flights and per diems of participants
- Organise and execute plans on all project-related international travels, including reserving, booking and issuance of air-ticket and hotel accommodations for workshops, meetings, trainings, seminars, and other project/programme related
- Support procurement of equipment, goods and services, providing all documents in time and in compliance with ASEAN Foundation’s procurement procedures and rules starting from supporting TOR development, bid/tender issuance, bid/tender analysis up to PO/SSA issuance.
- Work as a unit with the other Programme Support Officer, Digital Communication Officer, Programme Communication Officer to assist the production of the communication collaterals for the project implementations.
Job Requirements
- A minimum of Bachelor Degree in Management, Public Administration, International/Development Studies or related fields
- A minimum of three (3) years of working experience in administrative and finance positions within the international development area
- Excellent team working and interpersonal skills including dealing both directly and indirectly with government officials at various levels.
- Knowledge of project management or programme management methodologies
- Good English and Indonesian oral and written communication skills.
- Good command of Microsoft Office applications.
- Possess initiative, reliability, and honesty.
- Ability to work under pressure to tight deadlines.
- Ability to work independently and as a team player
- Well-developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of the ASEAN Foundation. This includes effective negotiation and representation skills;
- Flexible, creative, responsive, able to take initiative, reliable, able to follow through on tasks, able to work within systems and procedures, open to learning, able to work effectively in a small team environment involving the sharing of information and at times sharing workloads;
- Has a capacity to make accurate self-assessment particularly in high stress
- Well-planned and organised even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem-solving skills.
Any interested candidates should send their motivation letter together with CV and references no later than 8 February 2022 to recruitment@aseanfoundation.org with subject PSO
Only short-listed candidates will be contacted.
