TERMS OF REFERENCE

Position Description

Background

Three decades after ASEAN was established, ASEAN Leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among people of ASEAN.

It was of this concern that ASEAN Leaders established the ASEAN Foundation during ASEAN’s 30th Anniversary Commemorative Summit in Kuala Lumpur Malaysia on 15 December 1997.      

After its establishment, the ASEAN Foundation has been tasked with supporting 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 continue to complement ASEAN priorities. To date, we work to strengthen the ASEAN Community.

We work in four thematic areas: education, arts and culture, environment, media development, and community building. We provide support through community projects, trainings, scholarships, fellowships, internships, and exchanges. We also organise meetings, conferences, roundtables, and workshops in support of the ASEAN Community.

Position Summary

Reporting to the Project Manager of AIM ASEAN and collaborating closely with the Project Officer, the Project Admin & Finance Officer involves managing procurement processes, event coordination, document compilation, and financial support of the ASEAN MSMEs AI Skills Training Project, focusing on accelerating AI adoption among Micro, Small, and Medium Enterprises (MSMEs) in Southeast Asia, equipping MSME business owners with AI skills and helping the business improve efficiency, competitiveness, and resilience. He/she will play a pivotal role in supporting the administrative and logistical aspects of the initiative, ensuring smooth operations and efficient coordination among various stakeholders. This pivotal role is integral to achieving the initiative's objectives, including training the MSMEs, facilitating policy dialogues, and spearheading regional communication and outreach efforts to promote the programme and ensure broad participation across the region.

The ideal candidate must possess high motivation, enthusiasm, and the ability to work autonomously. He/She should demonstrate exceptional skills in collaborating with diverse stakeholders, including governmental bodies, agencies, non-governmental organisations, private sectors, and research institutions

Functional Relationship

Develop and maintain effective, collaborative relationships with the following:

Internal (within Post)

Executive Director

All Official Staff of the ASEAN Foundation

External (outside Post)

Implementing partners;

Donor, Partners;

Others.

Roles and Responsibilities

Procurement management

• Source and collect quotations for project-related goods and services.
• Prepare and analyse quotations, pertaining to the the ASEAN MSMEs AI Skills Training
• Seek approval from the Project Manager for the ASEAN MSMEs AI Skills Training Project for procurement decisions, including creating comparison quotations analysis in SAP B1.
• Create purchase orders (PO) in SAP B1 and obtain approval from the Project Manager, Head of Programme, and Executive Director.

Logistical support

• Assist in coordinating logistical arrangements for the project events.
• Ensure all logistical aspects of events are managed effectively, including venue bookings, equipment rentals, and transportation arrangements.

Document management

• Compile relevant project documents, ensuring accuracy and completeness.
• Assist in maintaining organised and up-to-date project files and records.

Inventory management

• Create and maintain an inventory list for the project equipment or assets.
• Coordinate with the Executive Support and Admin Officer to ensure proper management and tracking of project assets.

Financial support

• Prepare payment requests, ensuring compliance with Finance Standard Operating Procedures (SOP).
• Verify that each payment request is supported by proper documentation before submission.

Qualifications and Skills

• Bachelor’s degree in business administration, management, or related field.
• Proven experience in administrative roles, preferably in project management or similar fields.
• Strong organizational and multitasking abilities, with attention to detail.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members and external partners.
• Proficiency in Microsoft Office Suite and familiarity with SAP B1 or similar ERP systems.
• Ability to work independently, prioritize tasks, and meet deadlines effectively.

How To Apply

Any interested candidate must send an application email with the most updated CV/resume and a motivation statement letter attached to [email protected] with email subject: Project Admin and Finance Officer AIM ASEAN .

Kindly note that only shortlisted candidates will be contacted for the next stage of the selection process.

Deadline

Monday, 27 June 2025, 23.59 (GMT+7)