TERMS OF REFERENCE 

Position Description 

Background  

Three decades after ASEAN was established, ASEAN Leaders recognised that: there remained inadequate shared prosperity, ASEAinN 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 Finance Officer for AI-related Programme will play a crucial role in managing financial aspects related to the AI-related Programme, ensuring adherence to financial procedures and regulations. Reporting to the Project Manager for AI-related Programme and collaborating closely with the Senior Finance and Accounting Officer, this role involves overseeing financial transactions, budget monitoring, and coordination with various stakeholders.   

Roles and Responsibilities 

Financial management 

• Compile and manage payments for implementing partners, researchers, module developers, website consultants, media engagements, personnel, social media influencers, and monitoring and evaluation activities according to project requirements. 

• Ensure timely and accurate preparation of payment requests, supported by proper documentation as per Finance Standard Operating Procedures (SOP). 

• Review and approve expense claims, travel advances, and cash advances related to the AI-related Programme, submitted by the Project Admin Officer for AI-related Programme, prior to submission to the finance unit. 

Budget monitoring and analysis 

• Regularly review AI-related Programme Budget vs Actual (BVA) reports circulated by the Senior Finance and Accounting Officer. 

• Discuss BVA reports with the Manager for AI-related Programme to assess target spending and identify any misallocations promptly. 

• Coordinate with the Senior Finance and Accounting Officer to address any discrepancies or issues identified in the BVA reports. 

Event coordination 

• Participate in the AI-related Programme events, overseeing logistical matters related to finance. 

• Collaborate with the Project Admin Officer for AI-related Programme and Operations Unit to ensure proper implementation of events, including budgetary considerations. 

Donor reporting and compliance 

• Prepare invoices for the donor based on the grant installment outlined in the grant agreement. 

• Generate donor financial reports in accordance with the requirements stipulated in the grant agreement. 

Contract management 

• Prepare contracts for local implementing partners, ensuring compliance with project guidelines and regulations. 

• Review financial reports submitted by local implementing partners, verifying accuracy and adherence to project requirements. 

Qualifications and Skills 

• Bachelor’s degree in finance, accounting, business administration, or related field. 

• Proven experience in financial management, preferably in project finance or grant management, with a minimum of 4 years of relevant experience. 

• Proven experience in financial management, preferably in project finance or grant management. 

• Familiarity with financial regulations and compliance standards. 

• Strong analytical and problem-solving skills. 

• Excellent communication and interpersonal abilities, with the capacity to collaborate effectively with diverse stakeholders. 

• Proficiency in financial software and MS Office Suite. 

• 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 the email subject: PFO – 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 (GMT+7)