Administration and Finance Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

JOB DESCRIPTION AND QUALIFICATIONS

Job Title: Administration and Finance Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

Reporting to: Senior Project Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

Contract Duration: 12 months (1 year), including 3 months’ probation period with possibility of contract to be extended.

Duty Station: Jakarta, Indonesia.

Closing submission: September 24th, 2022 at 11:45pm Jakarta time.

Project Background

The Government of New Zealand through its Ministry of Foreign Affairs and Trade (MFAT) provides financial support to the AHA Centre for the implementation of 2 years project named ASEAN: Strengthening AHA Centre Institutional Capacity. This project aims to strengthen the institutional capacity of the AHA Centre to facilitate a more comprehensive, integrated, and inclusive knowledge creation and exchange on disaster management for the ASEAN Community, particularly through the utilisation of e-learning system.

The project will focus on three main results:

1. An AHA Centre Roadmap for training and capacity building programme is developed;
2. Capacity of the AHA Centre, such as facilitation skills, knowledge, and expertise in delivering and facilitating learning, is improved;
3. E-Learning Management System (LMS) contents to maximise the impact and widen the coverage of the AHA Centre’s knowledge and outreach, is strengthened.

The project contributes to the achievement of the AADMER Work Programme, particularly relates to the Priority Programme 2 on Preparedness and Response, Priority 4 on Resilient Recovery, and 5 on Global Leadership. The Project Management Team (PMT) led by the Senior Project Officer (SPO) assisted by Administration and Finance Officer, and Regional Technical Advisor, under the advisory of ASEAN Committee on Disaster Management (ACDM) Working Group will work together with the selected University partner(s) to ensure that the project is implemented effectively.

Broad Statement of Function

1. Assist the implementation of the activities, as well as delivery the outputs as pertaining and stated to the project grant agreement.
2. Provide support in the conducting of the trainings, workshops, and meetings
3. Assist in the preparation of related project reports.
4. Carry out other assignments as tasked by his/her supervisor.

Primary Responsibilities

1. Assist the implementation of the activities, as well as delivery the outputs as pertaining and stated to the project grant agreement.

• Assist in the processing of administrative requirements pertaining to engaging consultants and vendors;
• Prepare documentation to monitor the utilisation of budget in accordance with AHA Centre Financial Rules and Regulations;
• Assist in the procurement of goods and services that may be required for the project in accordance with AHA Centre Financial Rules and Regulations;
• Monitoring project expenses and disbursement;
• To coordinate with relevant AHA Centre Division/Unit in the implementation of activities supported by the project;
• Provide assistance in developing procurement and budget requisition plans.

1. Provide support in the conducting of the trainings, workshops, and meetings.

• Arrange logistical aspects of organising events, trainings and meetings including hotel accommodations, participants’ travels, issuing invitation letters and preparation of training / meeting materials;
• Assist in the preparation of travel requirements including booking of tickets, hotels, airport transfers;
• Assist the preparation of travel authorisation requests, travel advance requests, travel settlements, claims related to the project;
• Assist in maintaining calendars, composing communications as correspondence and maintaining records of all activities related to the project;
• Provide support to the drafting of meeting/ mission/ project reports as well as notes-to-file.

1. Assist in the preparation of related project reports.

   • Provide assistance in developing the Annual Costed Workplan, and documenting or archiving supporting documents for claims, actual expenditures, and expenditures forecast on Quarterly basis;
   • Assist in preparing related financial report for Project Steering Committee (PSC) meeting, and financial audit;
   • Assist in preparing the PSC Meeting Report, Annual Progress Report, and Completion Report.

2. Carry out other assignments as tasked by his/her supervisor.

   • Perform other related duties as assigned by the Project Officer and/or other assigned officers;
   • Adhere to all necessary aspects of corporate affairs within the organisation, such as administration, human resources, legal, as well as programme development and management, communications, M&E, and contribute to emergency operations as required;
   • Contribute to the AHA Centre’s collective efforts by accomplishing related duties as needed.

Job Qualifications

Education

• Minimum Bachelor degree in Secretarial and Administration, Business Administration, Management, Public Relations, English major, Communications or relevant subject.

Experience

• At least 3 (three) years of work experience in a government, international organisation and/or private sector institution;
• Well-organised, flexible and enjoy administrative challenges in working with a variety of people and supporting a programme in cross-cultural environment and international settings;
• Experience in handling administrative and programme support;
• Good command of English, written and spoken;
• Computer literacy and proficiency in using Microsoft Office tools and other relevant tools;
• Exposure in working in a disaster management-related organisation or knowledge of disaster management mechanisms in ASEAN will be an advantage.

Competency Profile

• Planning and organising: Ability to establish a coherent course of action to achieve goals, ability to translate plans into actions, organise work, monitor & review outcomes, and communicate the results clearly both verbally and in writing;
• Communications and interpersonal skills: Ability to expresses thoughts clearly, accurately, and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;
• Teamwork: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict;
• Attention to Details: Ability to constantly attend to details and achieve highest standard in accomplishing tasks;
• Ability to work in a multi‐cultural setting and under pressure: Ability to interact effectively with people from different cultures, ability to multi-task and remain efficient and productive under pressure;
• Organisational awareness: Ability to align thinking and actions to organisational values;
• Flexibility and adaptability: Ability to respond positively to change and new organisational practices, structures, procedures, and technology; and
• Personal credibility: Has high regards for self-discipline, good attendance record, respect punctuality and set example to others, show consistency in words and actions, has high integrity and is conscientious.

Application Process

The AHA Centre urgently invites the best, most talented and highly-motivated individuals from ASEAN Member States to apply for this position. We encourage female candidates to apply.

You may apply by sending your application to [email protected] highlighting your suitability and potential contribution to the position together with a detailed CV, certified true copies of educational certificates obtained, and completed the AHA Centre Application Form, which can be downloaded at www.ahacentre.org/opportunities.

Please ensure that the total size of your email, including attachment, is no more than 5MB.

Please indicate the name of the position that you are applying for on the subject of your email. Incomplete applications will not be considered.

Application papers should reach us on or before September 24th, 2022 at 11:45pm Jakarta time.

The Selection Panel’s decision is final and only shortlisted candidates will be notified. For more information on the AHA Centre, please visit www.ahacentre.org

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