Job Description

Project Administrative Management

• Assist in the preparation of all necessary documentation related to the programme activities, which includes Terms of Reference (ToR) and budget
• 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 programme activities
• Maintain records on all project personnel and local consultants and their respective status (contracts, ToRs in accordance with accepted policies and procedures
• Provide administrative and logistical support to senior project staff and consultants as and when required.
• Prepare general correspondence independently, as well as on instruction by the Supervisor(s)
• Perform follow-up actions to ensure appropriate action is taken on project matters in the absence of the Supervisor(s)
• Monitor, respond to, and redirect emails/phone queries as appropriate for the project/organisation
• Provide administrative and logistical support to senior project staff and consultants as and when required.
• Prepare general correspondence independently, as well as on instruction by the Supervisor(s).
• Perform follow-up actions to ensure appropriate action is taken on project matters in the absence of the Supervisor(s).

Financial management

• Support the budget holders in monitoring the expenditure of funds and activities.
• Assist budget holders (e.g., Head of Strategic Planning and Business Development and Senior Project Officer) in the administration of financial tasks relating to project implementation. This includes the preparation of money transfers and cash requests
• Support the budget holders in soliciting financial and narrative reports from partners, and help to monitor the 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 filing system, online and hard copy (when appropriate)
• Ensure the effective recording, documentation, and filing 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.

Procurement

• Work with the Finance and Operations Unit to compile and maintain data on vendors/suppliers
• Source and secure the most appropriate and cost-effective suppliers for the smooth running of project activities, including accommodation, meeting venues, local travel, hospitality, flights, and per diems of participants
• Organise and execute plans on all project-related international travels, including reserving, booking, and issuance of air tickets and hotel accommodations for workshops, meetings, trainings, seminars, and other project/programme related
• Support procurement of equipment, goods, and services, providing all documents in time and in compliance with ASEAN Foundation’s procurement procedures and rules, starting from supporting TOR development, bid/tender issuance, bid/tender analysis, up to PO/SSA issuance.
• Work as a unit with the other Project and Admin Officer, Communications Officer, and Programme Communication Officer to assist in the production of the communication collaterals for the project implementations.

Other

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

Job Requirements

1. Education and ExperienceEssential
   • A minimum of a Bachelor’s Degree in Management, Public Administration, International/Development Studies, or related fields
   • A minimum of three (3) years of working experience in administrative and finance positions within the international development area
   • Have experience or knowledge in project and/or programme management
   • Excellent teamwork and interpersonal skills, including dealing both directly and indirectly with government officials at various levels.

   Qualifications and Technical Skill

   Essential

   • Good English and Indonesian oral and written communication skills.
   • Good command of Microsoft Office applications and other online tools (e.g., Zoom, JotForm)
   • Possess initiative, reliability, and honesty.
   • Ability to work under pressure and tight deadlines.

   Desirable

   • Experience in working as part of a large programme or project team
   • Ability to travel internationally up to 10%.

   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-assessments, particularly in high-stress situations
   • 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.

How to Apply

Any interested candidate must send an application email with the most updated CV/resume and a motivation statement letter attached to recruitment@aseanfoundation.org, with the email subject: PAO – eYAA