TERMS OF REFERENCE

HUMAN RESOURCES INTERN

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 ASEAN Foundation during ASEAN’s 30th Anniversary Commemorative Summit in Kuala Lumpur Malaysia on 15 December 1997.      

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’s body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction and development of the people of ASEAN. For more info about the ASEAN Foundation, visit: www.aseanfoundation.org

GENERAL OBJECTIVE

The ASEAN Foundation seeks an intern to support the human resources function of the organisation, led by the HR Specialist. 

The HR Intern provides support to various tasks undertaken by the ASEAN Foundation specifically in the Human Resources and Alumni areas.

TASKS OF THE INTERN

Assist in human resource administration & alumni engagement

Talent Management

• Work closely with HR Specialist and Communications Officer and Communications Intern for posting, updating, and removing job advertisement from job boards, careers pages, and social networks.
• Screening potential employee/intern resumes and application forms to identify suitable candidates to fill AF job vacancies/intern programmes
• Schedule and confirm interviews with candidates (staff, intern, and consultant positions)
• Prepare and send rejection letters or emails to candidates.
• Coordinating new hire orientations
• Print staff ID card.

Maintaining Database and information system

• Update AF internal (employee and alumni) databases with new employee, alumni and intern information, including contact details and employment/intern forms
• Update the leave balance of staff and intern
• Assist in compiling and providing data for HR information system
• Assist in gathering information related to HR such as website subscription, job posting platform
• Arranging the final documents circulated by HR in the share folder.

Talent Development

• Participate in planning/organising AF events for employee and intern

Others

• Respond to staff inquiries regarding HR policies, employee benefits (such as number of remaining leave days), internship related inquiries and other HR-related matters
• Assist in bidding process related to HR
• Assist in drafting internal memo and official email, letters, and BOT Paper
• Preparing visitor registration form, payment request related to HR
• Undertake other tasks and activities as requested.

EXPECTED OUTPUTS / DELIVERABLES

The intern is expected to support the smooth running of the organisation’s human resources .

EXPECTED OUTCOMES

The internship provides an opportunity for the intern to gain experience working in an ASEAN body and provide the intern with the opportunity to learn about ASEAN affairs – the work of the ASEAN Foundation to support the ASEAN community building process. The intern can gain knowledge about the work environment and work ethics as well as skills in planning, management, coordination and administration skills.

TIME FRAME

Minimum 12 weeks

Starting date: January 2025

REMUNERATION

The internship is voluntary and unpaid.

QUALIFICATIONS AND SKILLS

• Undergraduate study in business administration, management, psychology, law or other related field;
• Enthusiastic and keen to learn;
• Good written and oral communication skills in English;
• Ability to plan and organise work;
• Resourcefulness, initiative, commit and detail-oriented;
• Ability to work in a multi-cultural team environment;
• Very good computer skills including knowledge and experience in all Microsoft Office software (PowerPoint, Word, Excel, Outlook, etc)
• Tech savvy with knowledge of social networking tools, etc., is an asset