Assistant Program Officer for Women’s Environmental Defenders in the Philippines (WE-DEFEND) Project – (Mandaluyong Office)

THE ASIA FOUNDATION PHILIPPINES

Position Description

TITLE: Assistant Program Officer

UNIT: Law and Human Rights

REPORTS TO: Program Officer, Law and Human Rights SUPERVISES: N/A

SUMMARY OF JOB RESPONSIBILITIES

The Assistant Program Officer (APO) shall provide support for the program: Women Environmental Defenders in the Philippines (WE-Defend), a sixteen-month program implemented by The Asia Foundation (TAF) with support from the United States Department of State Bureau for Democracy, Human Rights and Labor. The program aims to improve the ability and security of women environmental defenders to participate in decision-making processes by freely and peacefully assembling and expressing their ideas and concerns about natural resource policies, projects, and their impact on local communities and the environment, to seek access to justice, and to contribute to gender-sensitive environmental policy and project development meaningfully.

The APO shall help manage the activities of the WE-Defend Program and will report to the Program Officer for implementation and monitoring, as well as various tasks related to program budget, administration, and logistics.

Internal

• Interaction with the Senior Program Officer, WE-Defend Program Officer, the Law and Human Rights team, and all The Asia Foundation (TAF) staff; and
• Coordinate closely with finance and grants staff of The Foundation for administrative matters and concerns related to the implementation of the Program.

External

• Regular contact with the Foundation’s partners and program grantees for program implementation and monitoring purposes

REQUIREMENTS

Experience

At least 1-2 years of relevant experience in project management.

Education

Bachelor’s degree

Other Requirements and Qualifications

• Excellent verbal and written communication skills in both English and Filipino;
• Computer proficient in word processing, spreadsheets, and database management;
• Strong management skills and professional organizational abilities;
• With the initiative, strong attention to detail, and the ability to multi-task;
• Excellent interpersonal skills;
• Able to take direction and work independently under general supervision; and
• Must comply with the organization’s Child Protection Policy, Code of Conduct, and other Policies.

Nature of Work

• The APO shall be directly supervised by the WE-Defend Program Officer;
• The work shall involve an in-depth knowledge and understanding of procurement; processes, including letter of contract and grants preparation. It shall also require external interaction with partners, consultants, funders, etc. at a limited and administrative capacity;
• Involves some partner management responsibilities; and
• No responsibility for the budget, revenues, and expenditures.

Job Functions

The APO, under the supervision of the Program Officer and the Senior Program Officer, shall undertake the following duties and responsibilities:

General

• Perform administrative, programmatic, and financial requirements of the program;
• Assist in the preparation and conduct of program activities such as, but not limited to, program-related meetings and briefings, training, and consultations; and
• Assist in monitoring the status of implementation of the program activities and program-related communication and information dissemination plans.

Internal within the team and the Foundation

• Assist in the preparation of contracts and sub-grants;
• Draft letters of invites, activity briefers, and activity reports;
• Coordinate closely with finance and grants staff of The Foundation for administrative matters and concerns related to the implementation of the Program:
  • Assist in tracking the flow of grants and proposals for the Law and Human Rights Team; monitor reporting due dates and follow up on delinquent reports;
  • Establish a monitoring system for tracking deliverables of sub-grantees and consultants; and
  • Maintain a running tab of budget line items for each component in coordination with the program budget officer.
• Schedule meetings within the team and with program partners while maintaining the calendar;
• Attend online and face-to-face meetings with partners and grantees as required by the Program Officer, draft meeting notes and perform the necessary meeting documentation;
• Generate and manage online meeting rooms; and
• Assist in preparing narrative reports and success stories for funding partners, as well as inputs to the Foundation’s annual report for the San Francisco office.

In relation to external partners

• Liaise with program partners and other key stakeholders throughout implementation; and
• Coordinate with program partners in arranging seminars and conferences.

Other Responsibilities

The APO shall perform other functions as may be required by the Program Officer and the Senior Program Officer of WE-Defend.