Job Advertisement: Program Officer for Aus4ASEAN Futures

Status: Receiving applications

Deadline of submission: 27 June 2024

Duties and Responsibilities

1. Provide technical support in preliminary review of project concept notes and proposals based on Aus4ASEAN Futures quality checklists.
2. Assist in preparing project process documents as required, including Terms of References (ToRs), contracts/agreements, and outgoing letters, in close coordination with relevant team members.
3. Coordinate with Senior Program Officers to ensure information systems are up-to-date. Maintain and distribute program and project materials as instructed by senior staff.
4. Provide support in planning project-related procurements and organising events:

• Maintain and update procurement and event plans for all Aus4ASEAN Futures projects in close coordination with team members.
• Assist in preparing procurement documents.
• Assist in arranging events (e.g. workshops, seminars, and meetings), including liaising with project proponents on participants’ confirmation and required documents; supporting travel logistics and venue arrangements; maintaining attendance lists; and validating supporting documents for payment purposes.

5. Assist in preparing payment-related documents for project implementation.
6. Provide technical and administrative support for monitoring and evaluation activities, including data collection and entry.
7. Provide support in maintaining and updating time-series financial forecasts of the program trust funds, with close coordination with the team members and the Finance and Budget Division of the ASEAN Secretariat, as necessary.
8. Undertake other program/administrative duties, such as word processing, filing, correspondence, scheduling and confirmation of appointments including facilitating entry to ASEC premises.
9. Perform other duties as assigned by the Program Director(s) and Program Coordinator, as appropriate.

Competencies

Technical

• Project management and administration
• Information technology proficiency: Microsoft Word, Excel, PowerPoint, Outlook; Google Suite
• Travel and logistics management
• Fluency in English
• Interpersonal and communication skills

Personal Attributes

• Diversity and Inclusion – strives to create an inclusive work environment based on mutual respect and free from all forms of discrimination.
• Integrity – maintain and promote social, ethical, and organisational norms and values in conducting activities.
• Client orientation – considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them with appropriate solutions.
• Attention to detail – verifies important details and ensures the accuracy of outputs.
• Multitasking – comfortable undertaking multiple projects and assignments.
• Teamwork – collaborates well with others and thrives in a team environment.

Position Requirements

Education and Experience:

• Advance degree in Social Sciences-related fields or bachelor’s degree with a minimum of two (2) years working experience in a discipline relevant to Aus4ASEAN Futures sectoral focus. Professional experience in project management or business administration is considered an advantage.
• Demonstrated experience in providing technical and administrative support to program/ project management offices, preferably related to international development programs.
• Prior work experience in Australia-funded programs/projects is an advantage.
• Working knowledge of ASEAN, ASEAN Secretariat, or related issues is desirable.

How to Apply

Send your application via email to: personnel@aus4aseanfutures.org copy to aus4aseanfutures@asean.org, highlighting your suitability and potential contribution to the position you are interested in together with a detailed CV, including a recent passport-sized photograph and completed Employment Application Form, which can be downloaded at https://asean.org/wp-content/uploads/2022/02/01-ASEC-Employment-Form-2022.doc  (Note: copies of educational qualifications will only be required to be produced by shortlisted candidates).

Please indicate on the subject: Application for Program Officer for Aus4ASEAN Futures.

Applications should reach the ASEAN Secretariat by 27 June 2024. Only short-listed candidates will be notified.

Applications submitted late and not made using the Employment Application Form will not be considered.

Terms of Reference: TOR_Program Officer Aus4ASEAN Futures

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