JOB DESCRIPTION
Position Description
Title |
Communications Support Consultant |
Classification |
Consultant |
Direct Report |
Head of Communications of ASEAN Foundation |
Term of Employment |
11 months starting August 2024 |
Background
Three decades after ASEAN was established, ASEAN leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among the people of ASEAN. It was of this concern that ASEAN leaders established ASEAN Foundation in Jakarta, Indonesia, at ASEAN’s 30th Anniversary Summit in Kuala Lumpur, Malaysia, on 15 December 1997.
The ASEAN Foundation is an organisation from and for the people of ASEAN. The Foundation exists because of one vision: to build a cohesive and prosperous ASEAN Community. As an ASEAN body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction and development of the people of ASEAN. For more information, visit: www.aseanfoundation.org.
Since its establishment, the ASEAN Foundation has supported ASEAN’s community-building efforts by promoting greater awareness of the ASEAN identity, human resource development, people-to-people interaction, and close collaboration among various stakeholders. The ASEAN Foundation’s presence has grown significantly, with social media followers now exceeding 400,000 and media coverage reaching thousands of mentions annually. This growth is expected to continue with the launch of more influencer-based initiatives.
To ensure the smooth daily operations of the Communications Unit, particularly in administrative and financial matters, the ASEAN Foundation is seeking a capable Communications Support Consultant.
Position Summary
The purpose of this position is to provide comprehensive support services for all finance and administrative aspects of activities initiated by the Communications Unit. This includes both ad-hoc and project-based tasks, such as online campaign, media engagement, event organising, influencer engagement, and publication. The individual in this role will liaise with relevant vendors and work closely with appointed staff members at the ASEAN Foundation to coordinate finance and administrative-related assignments.
Under the supervision of the Communications Officer and the guidance of the Head of Communications, the Communications Support Consultant will play a crucial role in ensuring the successful implementation of activities initiative by Communications Unit by providing essential administrative and financial support.
Description of Roles and Responsibilities
- Communications Administration Management (45%)
- Create, organise, and manage all paperwork related to outreach activities initiated by the Communications Unit, encompassing budget preparation, documentation for events, and any other materials required to support the Communications Unit's initiatives.
- Take full responsibility for maintaining registries and communication administration files, such as flight ticket purchases, vendor recruitment processes, and other logistical documentation, ensuring these documents are up-to-date and easily accessible.
- Assist in developing important documents such as terms of reference and special service agreements and ensure these documents are well-organised, well-documented, and easily accessible for reference and use.
- Offer ongoing administrative and logistical support to staff and consultants in Communications Unit as required. This includes assisting with their travel arrangements, especially for activities initiated by Communications Unit, arranging meetings, preparing meeting agendas and minutes, handling logistics for events, and ensuring all necessary resources are available for project execution.
- Liaise with vendors and consultants by addressing their administrative inquiries and coordinate closely with the staff at the Operations Unit. This includes handling communication through email, phone calls, short messages, and face-to-face meetings.
- Work in tandem with the Communications Officer to make all necessary logistical arrangements for the any activities initiated by Communications Unit.
- Perform additional administration tasks as needed to support the Communications Unit and its activities.
2.Financial Management (45%)
- Assist the Head of Communications in tracking and managing the allocation and use of communications funds to ensure they are spent appropriately and within the budget.
- Prepare financial documents including purchase orders, payment requests, bidding forms, and other relevant materials to facilitate a smoother transfer process.
- Help the Head of Communications gather detailed financial and activity reports from project partners and monitor their expenditure and activities to ensure alignment with project goals.
- Provide guidance to participants regarding allowances, travel claims, and other financial issues. Calculate and process payments due for claims and services rendered during events.
- Establish and manage an organised filing system, both online and in hard copy, for all communications-related documents.
- Maintain accurate and thorough records of payments for activities initiated, as well as documentation for internal and external project meetings.
- Keep up-to-date records of project budgets, including any changes or revisions, to ensure financial transparency and accountability.
- Perform additional financial tasks as needed to support the Communications Unit and its activities.
3. Other (10%)
- Support the organisation of both online and offline activities initiated by the Communications Unit, including the development of activity concepts and preparation of call for applications documents.
Expected Output
- Accurately maintained offline and online registries of administrative documents, including consultant and vendor recruitment files, online subscription records, event organisation paperwork, and travel documents.
- Preparation and delivery of monthly payments of consultants hired by Communications Unit (TikTok talents, influencers, graphic designer, annual report consultant, etc.) and online subscriptions.
- Preparation and delivery of payments for outreach activities initiated by Communications Unit, including but not limited to booth production for events, logo design competitions, website development, production of printed and digital communications collaterals, and purchase of communications equipment.
- Preparation and delivery of prizes and incentives for all outreach activities initiated by Communications Unit, including social media challenge, grants, and deliverable fee.
- Development of financial report for all influencer engagement-related activities initiated by Communications Unit.
- Pro-active support in preparing relevant documents related to call for applications initiated by Communications Unit, such as JotForm and scoring sheet for selection.
Position Qualifications
Education and Experience
Essential
- A minimum of bachelor’s degree in management, Public Administration, International/Development Studies or related fields
- Recent graduate with up to one year of professional experience, including internships, in administrative and finance roles within the international development sector
- Excellent team working and interpersonal skills including dealing both directly and indirectly with government officials at various level.
Desirable
- Knowledge of outreach and communications campaign and project management
Qualifications and Technical Skill
Essential
- 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.
Desirable
- Experience in working as part of a large programme or project team.
- Ability to travel internationally.
Personal Qualities
- 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.
How to Apply
Please send a CV and a Cover Letter to [email protected] with a copy to [email protected] and [email protected] with a subject line “Communications Support Consultant” by 13 August 2024 at 23:59 (GMT+7).
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