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 Summit in Kuala Lumpur Malaysia on 15 December 1997. The ASEAN Foundation is an organisation from and for the people of ASEAN and 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 information, visit: https://aseanfoundation.org.

EMPOWERING YOUTHS ACROSS ASEAN

The eMpowering Youths Across ASEAN (EYAA)—launched in conjunction with the ASEAN Day on 8 August 2018—is a collaborative programme by the ASEAN Foundation and Maybank Foundation dedicated to empowering youth and communities across the region. The programme provides an experiential and educative learning platform for youth through social volunteerism. They collaborate with people from diverse backgrounds to implement their ideas and advocate solutions to grounded issues in local communities across ASEAN. They delve into an impactful journey to make a tangible, meaningful change among target communities in Cambodia, Indonesia, Malaysia, the Philippines, and Singapore. Since 2018, the programme has empowered 175 youths, collaborated with 20 civil society organisations (CSOs), and directly impacted 38,933 community members across ASEAN.  

POSITION SUMMARY

The Project Assistant (Consultant) is required to work for the eMpowering Youths Across ASEAN (EYAA) Programme. The purpose of this job is to provide support services which include all aspects of the project implementation and event management. The Project Assistant (Consultant) 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 Project Coordinator, the Project Assistant (Consultant) will work closely with Programme Support Officer of the eMpowering Youths Across ASEAN (EYAA) Programme 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) – First Layer: 

• Head of Programme of ASEAN Foundation
• Project Coordinator of EYAA
• Project Support Officer of EYAA
• Communications Consultant of EYAA
• Graphic Design Consultant of EYAA

External (outside post) – First Layer: 

• Maybank Foundation
• Implementing partners (i.e., CSO/SE)
• Government Institutions
• Youth Volunteers

External (outside post) – Second Layer: 

• ASEAN Secretariat
• Other potential partners

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 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
• 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 holder in monitoring expenditure of funds and activities.
• Assist budget holder (i.e., Project Coordinator) in the administration of financial tasks relating to project implementation. This includes preparation of money transfers and cash requests
• Support the budget holder 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, online 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 Finance and Operations Unit 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

EXPECTED DELIVERABLES

The consultant is expected to report the following deliverables with their specified timelines:

PERSON QUALIFICATIONS

Education and Experience

Essential

• A minimum of bachelor's degree in management, Public Administration, International/Development Studies or related fields
• A minimum of one (1) years of working experience (including internship) 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 20%.

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

REMUNERATION

A lump sum monthly consultancy fee will be provided commensurate with the qualification and experience.

HOW TO APPLY

Please send application consist of:

1. Cover Letter
2. CV/Resume

Need to be submitted by 28 April 2023 with email subject “EYAA Project Assistant (Consultant)” to [email protected] and cc to [email protected] and [email protected]