Assistant Program Officer – Civic Education for Youth for Leadership Program (Mandaluyong Office)

POSITION DESCRIPTION

TITLE: Assistant Program Officer– Youth Leadership for Democracy (Youth-Led)

REPORTS TO: Youth Leadership Development Specialist and/or assigned Program Officer

SUPERVISES: n/a

SUMMARY OF JOB RESPONSIBILITIES

The Youth Leadership for Democracy (Youth-Led) program aims to strengthen youth participation in democratic governance. It promotes youth leadership as an important element of representative democracy and the youth sector as a core actor and concern in vibrant and resilient democracies. The program will advance youth leadership and youth sector political engagement in the Philippines through three interrelated components: increasing the leadership capacity of youth; strengthening networks for youth participation in governance; and translating civil education into civic engagement.

The Assistant Program Officer (APO) will play an important role in implementing Youth-Led. The focus of the role will be administrative support to the rest of the Youth-Led team.

The APO is expected to have an junior-level understanding of project management, and be open and willing to learn TAF systems and processes.

The APO will operate in compliance with the ethics, procedures and policies of The Asia Foundation, and with USAID rules and regulations.

Internal

Daily interaction with Youth-Led’s Chief of Party (COP), its Youth Leadership Development Specialist (YLDS), Program Officers, and project team on various activities. Regular interaction with the Finance, Administration and Grants Unit of the Foundation.

External

Regular contact/coordination with Youth-Led implementing partner organizations, consultants, subgrantees and subcontractors, and other national and international institutions.

REQUIREMENTS

Experience:

• Minimum of three (3) years professional experience, preferably with development organizations.
• High level of knowledge and familiarity with youth sector, local and national government agencies, academe, business industry, and civil society in the Philippines is desirable.
• Fair exposure in the development, implementation, monitoring, and reporting for development projects or other international donor-supported programs would be an advantage.

Education: Graduate of a bachelor’s degree a field relevant for Youth-Led.

Competencies/Dimensions:

• Assist in implementation of activities and assist in the monitoring of activities of subgrantees/subcontractors
• Work and draft reports are reviewed by the Supervisor
• Work includes some external interaction with partners, consultants, funders, etc. at a limited and administrative capacity
• Involves some partner management responsibilities
• Work is sometimes standardized and sometimes varied
• No responsibility for budget, revenue and expenditure authority

Skills:

• Strong time management skills and professional organizational abilities
• Must be able to work in a dynamic environment with regularly shifting priorities
• Strong attention to detail and ability to multi-task
• Ability to self-manage, independently prioritize tasks and confidently develop plans of action with minimal direction
• Computer proficient in MS Office and. A plus if proficient in photography, graphic design and video editing applications including Adobe Photoshop, Illustrator, Premiere and In Design
• Superior spoken and written English. Ability to communicate effectively in Filipino and other local languages is desired (written, verbal – both 1:1 and in large team meetings)
• Must comply with TAF’s Child Protection Policy, Code of Conduct, and other internal policies.
• Ability to work constructively with persons of diverse religious, cultural, and social backgrounds;

JOB FUNCTIONS

• Forge collaborative and trusting professional relationships with all partners;
• Contribute to project budgeting and financial management;
• Assist in preparing annual work plans and drafting reports (monthly, quarterly, annual, etc.)
• Provide assistance to partners/grantees as they implement program activities;
• Maintain training and events calendar and attendance database
• Contribute to the monitoring of project activities in coordination with the COP, YLDS, other team members and Monitoring, Learning & Evaluation support;
• Draft Letters of Grant, Letters of Amendment, Letters of Contract and correspondence related to the Project
• Process procurement requests, approvals, solicitations of quotes and proposals for project activities
• Document TAF and Youth Led events through photos and video and maintain proper tagging and storage.
• Draft and circulate internal periodic updates and reports on project milestones and activities
• Monitor reporting schedules and due dates of Consultants’ Contracts and Sub-Award Agreements
• Provide administrative and logistical assistance to project activities, i.e. travel arrangements, events/training/workshop organizing and management
• Contribute to the project filing systems (i.e. Consultant’s contracts, Sub-Awards Agreements) in both electronic and hard copies.
• Perform other tasks as maybe assigned from time to time.