TERMS OF REFERENCE

OPERATIONS INTERN

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.      

ASEAN Foundation is an organisation from and for the people of ASEAN. The Foundation exists because of one vision: to build a cohesive and prosperous ASEAN Community. As an ASEAN body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction, and development of the people of ASEAN. For more info about the ASEAN Foundation, visit: www.aseanfoundation.org

GENERAL OBJECTIVE

The ASEAN Foundation seeks an intern to support the operations function of the organisation, led by the Head of Operations. 

The Operations Intern provides support to various tasks undertaken by the Finance and Administration unit of the ASEAN Foundation. These include several office administrative, logistics, filing, and finance tasks, including, the monthly filling of expenses and accounting.

TASKS OF THE INTERN

1. Assist in financial management
   • Prepare monthly bank reconciliation and ensure the bank reconciliation report are filled properly and stored in OneDrive
   • Ensure digital finance vouchers and supporting documents are filled properly (base on date, month and project) as well as ensure the documents are stored in OneDrive chronologically.
   • Check if all invoice, receipt, quotation and other supporting documents for payment process have correct and complete as per Finance SOP.
2. Assist in human resource administration & alumni engagement
   • Update AF internal (employee and alumni) databases with new employee, alumni, and intern information, including contact details and employment/intern forms
   • Schedule and confirm interviews with candidates (staff, intern, and consultant positions)
   • Work closely with HR and Alumni Officer and Digital Communication Coordinator for posting, updating, and removing the job advertisements from job boards, careers pages, and social networks
   • Assisting in HR-related reports preparation as needed
   • Review AFSR and draft of Policy/SOP and provide recommendations to AF
   • Participate in planning/organising AF events for employees and intern
   • Screening potential employee/intern resumes and application forms to identify suitable candidates to fill AF job vacancies/intern programmes
   • Assist in gathering information related to HR such as website subscription, job posting platform
   • Prepare and send rejection letters or emails to candidates
   • Coordinating new hire orientations
   • Respond to staff inquiries regarding HR policies, employee benefits (such as number of remaining leave days), internship-related inquiries, and other HR-related matters
3. Assist in the procurement process and administrative arrangement
   • Assist in the bidding process for any purchasing related to general/operational purpose
   • Assist in creating requested PowerPoint Presentation (PPT) materials for ED meeting purposes
   • Assist in preparing BOT Minutes of Meeting (HR agenda)
4. Prepare the minutes during the internal meeting.
5. Prepare an e-form or online survey related operations unit
6. Undertake other tasks and activities as requested

EXPECTED OUTPUTS / DELIVERABLES

The intern is expected to support the smooth running of the organisation’s finance, administrative, human resources and property.

EXPECTED OUTCOMES

The internship provides an opportunity for the intern to gain experience working in an ASEAN body and provide the intern with the opportunity to learn about ASEAN affairs – the work of the ASEAN Foundation to support the ASEAN community building process. The intern can gain knowledge about the work environment and work ethics as well as skills in planning, management, coordination and administration skills.

TIME FRAME

At least 12 weeks

REMUNERATION

The internship is unpaid and voluntary.

QUALIFICATIONS AND SKILLS

• Undergraduate study in an accounting or business administration field
• Good written and oral communication skills in English
• Ability to plan and organise work
• Resourcefulness, initiative, enthusiasm and detail-oriented
• Ability to work in a multi-cultural team environment
• Very good computer skills including knowledge and experience in all Microsoft Office software (PowerPoint, Word, Excel, Outlook, etc)
• Tech savvy with knowledge of social networking tools, etc., is an asset

HOW TO APPLY

Submit your application at bit.ly/AF-Internship2024-Apply by 2 May 2024, 23.59 (GMT+7) at the latest.