Programme Support Officer

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 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 continue to complement ASEAN priorities. To date, we work to strengthen the ASEAN Community.

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 organize 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 Programmee, 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.

Functional Relationship

Develop and maintain effective, collaborative relationships with the following:

Internal (within Post)

Executive Director
All Staff of the ASEAN Foundation

External (outside Post)

Implementing partners;
Government Institutions;
NGO/CSOs/Social Enterprises (SEs);
Others.

Duties 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 Operations Officer 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.

Other

Carry out other relevant tasks assigned by, and mutually agreed with, the supervisor

Person Qualifications

Education and Experience

Essential

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.

Desirable

Knowledge of project management or programme management methodologies

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 up to 10%.

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

Any interested candidates should send their motivation letter together with CV and references no later than 8 February 2022 to [email protected] with subject PSO. Only short-listed candidates will be contacted.