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 the 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 are working to strengthen the ASEAN Community.

We work in four thematic areas: education, arts and culture, media development, and community building. We provide support through scholarships, fellowships, internships, and exchanges. We also organise meetings, conferences, roundtables, and workshops supporting the ASEAN Community.

Position Summary

Senior Project Officer for eMpowering Youths is a post that works directly with one of ASEAN Foundation’s strategic partners, Maybank Foundation, to manage and implement the eMpowering Youths Across ASEAN Programme. The post is based at the ASEAN Foundation in Jakarta, Indonesia, but with occasional travels to the selected ASEAN Countries.

The post reports to the Head of Strategic Planning and Business Development of the ASEAN Foundation and works closely with the Maybank Foundation, the eMpowering Youths Across ASEAN programme, and multi-stakeholders, such as partners for community projects across the ASEAN Region, to execute this initiative.

Functional Relationship

Develop and maintain effective, collaborative relationships with the following:

Internal (within Post)

• Executive Director
• Head of Communications
• Head of Operations
• All staff of the Foundation.

External (outside Post)

• Main contacts in Maybank Foundation
• ASEAN Secretariat and other relevant ASEAN organs
• Permanent Representatives of 10 ASEAN Member States to ASEAN
• Potential higher education institutions, civil society organisations, and not-for-profit organisations
• Other relevant partners related to the Maybank Foundation-sponsored initiatives

Description of Roles and Responsibilitie

1. Support of the Project Implementation

• The key contact point between the ASEAN Foundation and Maybank Foundation.
• Implement, manage, and deliver activities under the eMpowering Youths Across ASEAN Programme within the designated timeframe and ensure outcomes are achieved.
• Manage the recruitment of the following:
  • 100 or more youths changemakers from 10 ASEAN Member States (AMSs) to participate in the eMpowering Youths Across ASEAN Programme.
  • 10 Civil Society Organisations (CSOs)/ Social Enterprises (SEs) partners from the selected ASEAN Countries.
• Manage the preparation and implementation of the following.
  • The recruitment of programme participants and partners for community projects.
  • Regional Capacity Building and Orientation Workshop
  • The deployment of the youths changemakers to the project site in four ASEAN Member States.

The above activities will entail the complex logistics coordination, such as booking venues, catering, printing training material and handouts, and arranging complex flights, particularly during the youths' deployment to the project sites.

• Liaise with a large number of participants, resource persons, trainers, CSOs/SEs partners (sometimes simultaneously)
• Monitor the community project implementation in four ASEAN Member States.

2. Support the effective reporting on the progress of project implementation

• With the guidance of the Head of Strategic Planning and Business Development, write the result-oriented progress report and interpret financial documents for donor reporting in a timely-manner.
• Analyse data for progress reporting (narrative and financial) and identify any remedial action required to keep activities on track.
• Work closely with the programme support officer to prepare financial authorisation for expenditures to be approved and documentation in the prevailing budget system.
• Oversee project budgets and contracts with vendors and service providers, including financial reporting.

 3. Communications

• Provide content regarding the development and implementation of the communication plan for the project, including the production of promotion and information materials, press materials, and collaterals.
• Work closely with the communication team to use digital and social media tools to promote and engage participation in the project.

4. Supports knowledge building and knowledge sharing, focusing on the achievement of the following results

• Synthesis of lessons learned and best practices in implementing the eMpowering Youths  Across ASEAN initiative.
• Manage the administration and logistics aspects of community project showcase and evaluation.

5. Development and Implementation of the other programme activities.

• Other responsibilities related to the ASEAN Foundation - Maybank Foundation initiative as needed.
• Attend to assigned tasks provided by the Head of Programme or the Executive Director as required.

Person Qualifications

Education and Experience

Essential

• A university/master’s degree in international development/social studies/humanities/communication/business management or related fields, as well as possession certification, is required.
• At least 7 (seven) years of relevant work experience (including internship experience)
• Experience in overseeing project funding portfolios less than USD 500,000

Desirable

• Previous work experience with a Civil Society Organisation and expertise in the community development programme (i.e. volunteer work, internship) would be highly regarded.
• An event management generalist with a proven track record in managing or arranging project events.
• Knowledge of another ASEAN language other than Bahasa Indonesia
• Ability to travel internationally

Technical Skill

• Critical thinking and problem-solving skills
• Excellent communication skills, responding to user needs in a prompt, courteous manner.
• Strong attention to detail
• Strong analytical skills, including the ability to analyse and organise data
• Strong organisational and writing skills
• Proficient in writing in English
• Proficient in Microsoft Word, Excel, PowerPoint, and digital media

Desirable

• Knowledge of another ASEAN language other than Bahasa Indonesia
• Ability to travel internationally

Personal Qualities

• Ability to work independently and as a team player
• Pro-active
• Reliable and able to follow through on tasks
• Open to learning
• Able to work effectively in a small team environment involving sharing information and, at times, sharing workloads.
• Has the ability to work in diverse cultural contexts in a culturally appropriate manner.

DEADLINE AND SUBMISSION

• Interested candidates should send a motivation letter and CV with salary expectations to [email protected]
• The closing date to submit the application letter is July 12, 2024.
• Please indicate your application by putting the following code in the subject line: SPO-EYAA.
• Please name your file in the following format:

[Your Complete Name]_[Motivation Letter/CV] (i.e: Name Abc_CV or 

Name Abc _Motivation Letter)

Only short-listed candidates will be notified.