Terms of Reference

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

Under direct supervision of the Project Manager for the ASEAN Foundation-SAP Joint Initiatives and overall guidance of the Head of Programme, the Project Lead is mainly responsible to lead the implementation of the ADE Project. He/she will also liaise with relevant beneficiaries and relevant/appointed staff at the ASEAN Foundation to coordinate all project-related matters, including but not limited to granting learning access to 1,000 selected beneficiaries across the 10 ASEAN Member States (AMS), communicating regularly with project beneficiaries for the monitoring and evaluation of their learning journey, communicating with communications team for the communication and promotion of the project, and approaching prospective institutes of higher learning across the 10 AMS for the promotion of the project. The person needs to be multi-skilled, adaptable and creative.

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)

• Direct beneficiaries;
• Institutes of higher learning;
• Donor – SAP;
• Others

Duties and Responsibilities

Administration

• Assist in the preparation of all necessary documentation and system related to the project activities
• 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 project activities, including giving learning and certification access to 1,000 selected beneficiaries
• Maintain records on all project beneficiaries and their respective status (their personal information, their learning journey progress, etc.)
• Provide administrative and logistical support to the supervisor when required.
• Prepare general correspondences independently, as well as on instruction by the supervisor
• Perform follow-up actions to ensure appropriate action is taken on project matters in the absence of the supervisor
• Monitor, respond to and re-direct emails/phone queries as appropriate for the project/organisation

Project management

• Develop promotion and communication plan of the project
• Work with the Communications team to execute the promotion and communication plan of the project
• Manage relationships and regular communications with beneficiaries as part of the monitoring and evaluation of the project
• Develop relevant monitoring and evaluation documentations and system
• Liaise with relevant stakeholders (SAP, institutes of higher learning)
• Develop a summary report of the monitoring and evaluation
• Develop a final report of the project

Others

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

Expected Deliverables

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

Qualifications

Education and Experience

Essential

• A minimum of Bachelor Degree in Management, Public Administration, International/Development Studies, Computer Engineering, or related fields
• A minimum of one (1) year of working experience (including internship) in project management within the international development area (preferred)
• 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.
• Having passed SAP Next Gen or SAP Analytics Cloud certification examination (preferred)
• 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

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.

Application Process

Send an updated CV/resume, a cover letter, and three references to [email protected] with cc to [email protected] by Wednesday, 11 May 2022.

Inquiries 

Send any enquiries to [email protected]