Communications Officer for Artificial Intelligence-related Programme

 TERMS OF REFERENCE 

 

Position Description 

Title 

Communications Officer for Artificial Intelligence-related Programme 

Classification 

Locally Recruited Staff – Level 3 

Report to 

Project Manager for AI-related Programme 

Matrix Report to 

Head of Communications of ASEAN Foundation 

Term of Employment 

The position is based on a full-time, annual, contractual basis for the duration of the AI-related Programme, which spans 2,5 - 3 years. Annual performance evaluation will be conducted to determine the renewal of the contract. 

 

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 

The Communications Officer for AI-related Programme will mainly be responsible for implementing the day-to-day communications activities of the Artificial Intelligence (AI)-related programme. One of his/her key roles is to run an AI campaign that is able to encourage five million people in ASEAN to learn AI via Code.org website. At the same, he/she will also assist the Communications Team of ASEAN Foundation in some of the corporate communications aspects of the Foundation. 

The Communications Officer for AI-related Programme is expected to utilise the ASEAN Foundation’s communications channels, including social media, website, podcast, and media network to strengthen the promotion of the programme and the Foundation. In carrying out the role, he/she will directly report to the Project Manager for AI-related Programme and work closely with the Head of Communications and the Communications Team under the guidance of the Executive Director and Senior Programme Manager of ASEAN Foundation. He/she is also expected to liaise with the programme donor and other key partners relevant to the programme. 

 

Functional Relationship 

The Communications Officer is also required to develop and maintain effective, collaborative relationships with the following people:  

Internal (within Post)  

  • Executive Director 
  • All official staff of the ASEAN Foundation 

 

External (outside Post) 

  • Implementing partners 
  • NGOs 
  • Media 
  • Others 

 

Summary of Key Functions  

1. AI-related Programme (90%) 

Digital Communications 

Social Media Management 

  • Develop social media strategy and monthly-based social media plan in alignment with the programme’s objective. 
  • Produce, publish social media contents, including, but not limited to, videos, animations, infographics, on all ASEAN Foundation’s social media platforms.  
  • Develop efficient and scalable social media posting schedule in coordination with Digital Communications Officer of ASEAN Foundation. 
  • Conduct monthly social media monitoring and provide analysis report on social media performance. 
  • Research and analyse digital trends to identify opportunities for integrating innovative messaging into the overall campaign strategy. 
  • Ensure consistency in messaging and branding across all ASEAN Foundation’s social media platforms. 

Website Management 

  • Support the development of the programme websites in coordination the Project Manager and under the guidance of the Head of Communications of ASEAN Foundation. 
  • Manage the programme’s website, ensuring regular updates and engaging content. 
  • Utilise the available website analytics platform to monitor and identify what can be improved from the programme website. 

E-Newsletter Management 

  • Develop engaging e-newsletter contents to help promote the programme. 
  • Help manage the database of ASEAN Foundation’s subscribers via Mailchimp. 

 

Media Engagement  

  • Prepare programme-related press releases and articles. 
  • Liaise with media agencies to strengthen the media engagement of the programme.
  • Lead the organisation of programme-related press conferences. 
  • Manage the media database of the programme, maintaining good relationship with the journalists. 
  • Ensure consistency in the messaging of the programme’s press releases. 
  • Conduct monthly media engagement monitoring and provide analysis report. 

   

Event Management  

  • Assist in the planning and execution of events related to the programme. 
  • Develop promotional materials to maximise participation and visibility. 

 

Other Communication and Outreach Tasks  

  • Develop speeches and PowerPoint slides for Executive Director and Project Manager. 
  • Lead in the coordination with relevant vendors and consultants to ensure the success of the programme. 
  • Support the programme team in maintaining relationships with key stakeholders, including government agencies, industry partners, and academic institutions. 
  • Assist in the implementation of influencer engagement initiatives that can help elevate the promotion effort of the programme and aligned with the programme and Foundation’s goals. 
  • Execute other communication and outreach tasks as assigned.  

 

2. ASEAN Foundation’s Communications (10%) 

Digital Communications 

Social Media Management 

  • Propose engaging contents about ASEAN awareness to be promoted on social media. 
  • Assist in identifying creative strategy to further boost the Foundation’s social media platforms.  
  • Seek for possibilities to do a social media cross-promotion with other ASEAN entities, regional partners, and local organisations. 

 Media Engagement  

  • Identify opportunities to promote the work of ASEAN Foundation on media. 
  • Contribute an article piece for the ASEAN Magazine and other relevant media. 

   Event Management  

  • Assist in organising the Foundation’s internal events, such as board of trustees’ meeting, alumni townhall and committee of permanent representatives’ webinar. 

 

 

Qualifications 

Education and Experience 

  • A bachelor’s or master’s degree in communications (Journalism, Public Relations, Marketing and Communications).  
  • A minimum of 2 years and maximumof 6 years of experience in developing campaign.  

 

Technical Skill 

Essential 

  • Excellent Microsoft Word and Microsoft PowerPoint skills, complemented by basic Microsoft Excel skill. Familiarity with other Microsoft Office’s applications is a plus. 
  • Familiar with video and photo editing. 
  • Digital savvy (in digital platforms such as website, social media, podcast, Mailchimp, etc.)  
  • Fluent in English (especially written). 
  • Good understanding of strategic communications (development of communications work plan). 
  • Good understanding of digital trend in ASEAN. 
  • Good campaign monitoring and evaluation skills. 
  • Ability to respect communication protocol and procurement processes. 

 

Desirable 

  • Strong journalistic writing skill. 
  • Good experience in developing and executing regionwide and/or big national level awareness campaign. 
  • Good understanding of branding. 
  • Good experience in dealing with influencers and content creators. 

 

Personal Qualities 

  • Willingness to go beyond job description. 
  • Ability to be flexible by adapting quickly to changing priorities. 
  • Highly motivated self-starter able to work with minimal supervision and direction. 
  • Strong interpersonal, time management and problem-solving skills.  
  • Comfort with managing diverse tasks simultaneously. 
  • Excellent attention to detail, both written and numerical, and commitment to quality. 
  • Ability to work independently and as a team player who demonstrates leadership and can work with partners in a sensitive and participatory manner. 
  • Able to communicate clearly and sensitively with internal and external stakeholders as a representative of the ASEAN Foundation, and this includes effective representation skills. 
  • Has the ability to work in diverse cultural contexts in a culturally appropriate manner. 

 

 

How To Apply 

 

Any interested candidate must send an application email with the most updated CV/resume and a motivation statement letter (including salary expectations and a list of references) attached to [email protected] with the email subject: CO – AI-related Programme.  

 

Note that we will ONLY contact the shortlisted candidates who proceed to the next stage of recruitment. If you don’t receive an email from us regarding the results of your application by 31 August 2024, this means that you are not shortlisted for the next stage of application.   

 

Deadline 

Friday, 9 August 2024, 23.59 (GMT+7) 

 

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