JOB DESCRIPTION 

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 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 organise meetings, conferences, roundtables and workshops in support of the ASEAN Community. 

Position Summary

Project Support Consultant for eMpowering Youths is required to work for the eMpowering Youths Across ASEAN Programme. The purpose of this job is to provide support services which include all finance-and-administrative aspects of the project implementation, procurement, and event management. The person will also liaise with relevant partners/vendors and relevant/appointed staff at the ASEAN Foundation to coordinate finance-and-administrative related assignments. The person needs to be multi-skilled, adaptable, and creative.  

Under the supervision of the Senior Project Officer, the Project Support Consultant for eMpowering Youths will work to ensure the necessary support is provided for the implementation of the programme. 

Functional Relationship 

Develop and maintain effective, collaborative relationships with the following:   

Internal (within post) – First Layer:  

• Executive Director 

• Management Team 
• Senior Project Officer 

External (outside post) – First Layer:  

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

External (outside post) – Second Layer:  

• ASEAN Secretariat  
• Maybank Foundation  
• Other partners  

Description of Roles and Responsibilities 

Project Administrative Management (50%) 

1. Project Administrative Management 

• Assist in the preparation of all necessary administrative 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 (i.e., documents related to flight ticket purchase, vendor recruitment, etc.). Work closely with Senior Project Officer on administrative matters related to procurement and programme. 
• Work closely with Senior Project Officer to 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 (i.e., contracts, Terms of Reference, etc) in accordance with ASEAN Foundation’s policies and procedures. 

• Provide administrative and logistical support to staffs and consultants as and 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. 
• 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. 

Financial Management (50%) 

1. 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 payments 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. 

1. Other 

• Carry out other relevant administrative-and-financial 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 level. 

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. 

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 Procedure 

Please send a CV and a Cover Letter to [email protected] and cc [email protected] with the subject line “Project Support Consultant for eMpowering Youths” by 22 May 2024 at 23:59 (GMT+7).