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 

The Project Administration Officer for AI-related Programme will play a pivotal role in supporting the administrative and logistical aspects of the initiative, ensuring smooth operations and efficient coordination among various stakeholders. Reporting to the Project Manager for AI-related Programme and collaborating closely with the Executive Support and Admin Officer and Senior Finance and Accounting Officer, this role involves managing procurement processes, event coordination, document compilation, and financial support. 

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, coordinating with the Project Finance Officer for AI-related Programme. 

• Seek approval from the Project Manager for AI-related Programme 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 for AI-related Programme, Senior Programme Manager, and Executive Director.  

Logistical support 

• Assist in coordinating logistical arrangements for the AI-related Programme events, collaborating closely with the Project Finance Officer for the AI-related Programme and Executive Support and Admin Officer. 

• Ensure all logistical aspects of events are managed effectively, including venue bookings, equipment rentals, and transportation arrangements.  

Document management 

• Support the Project Finance Officer for AI-related Programme in compiling 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 AI-related Programme equipment or assets. 

• Coordinate with the Executive Support and Admin Officer to ensure proper management and tracking of project assets. 

Financial support 

• Assist the Project Finance Officer for AI-related Programme in preparing 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 (including salary expectations and a list of references) attached to [email protected] with email subject: PAO – AI-related Programme.  

Note that we will ONLY contact the shortlisted candidates who proceed to the next stage of application. 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 Jakarta time