Project Assistant – Improving ASEAN’s Humanitarian Assistance Capacity in Multi Hazards

ASEAN Coordinating Centre for Humanitarian Assistance

JOB DESCRIPTION AND QUALIFICATIONS

Job Title**: Project Assistant – Improving ASEAN’s Humanitarian Assistance Capacity in Multi Hazards.**

Reporting to**: Project Officer – Improving ASEAN’s Humanitarian Assistance Capacity in Multi Hazards.**

Duration: 1-year contract with possible extension.

Project Background

The Government of Canada, through the Department of Foreign Affairs, Trade, and Development (DFATD), provides a financial contribution to the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre) through a project named “Improving ASEAN’s Humanitarian Assistance Capacity in Multi Hazards”. This project will be implemented for five years, from 2022 to 2027. This project will support the ASEAN Co-ordinating Centre for Humanitarian Assistance on disaster management (AHA Centre) to integrate gender, protection and inclusiveness (PGI) considerations, as well as climate change adaptation and environmental sustainability standards and measures into disaster management. Specifically, the project aims to improve the capacity of the ASEAN Member States and local partners to provide gender-responsive humanitarian assistance and respond to new complex natural and man-made disasters.

The project activities include regional capacity building; development of an operational guideline on new risk scenarios (climate change, public health crisis, conflict); training on humanitarian assistance, protection and gender inclusion in emergency response; multi-sectoral workshops on gender-sensitive and inclusive humanitarian assistance response guidelines; and knowledge exchange on gender-responsive, inclusive, and sustainable humanitarian assistance.

All outputs and activities will have gender-responsive interventions as well as cross-sectoral collaboration to advance gender equality within AHA Centre and among the ASEAN Member States.

Broad Statement of Function

  1. Assist the implementation of the activities and delivery of 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 of 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 the 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, training, and meetings, including hotel accommodations, participants’ travels, issuing invitation letters, and preparing training/ meeting materials.
  • Assist in the preparation of travel requirements, including booking tickets, hotels, and airport transfers.
  • Assist in the preparation of travel authorisation requests, travel advance requests, travel settlements, and 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 preparing the necessary documentation for the annual certified financial statement as of 31st December of the year in question to be submitted within six (6) months of the following year.
    • Provide assistance in archiving or documenting the utilisation of project budget
    • Assist in preparing completion report after the project completion date.
  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’s degree in Secretarial and Administration, Business Administration, Management, Public Relations, English major, Communications or relevant subject

Experience

  • Excellent English communications skills (written and verbal) 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 a 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 express 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 a workplace conflict;
  • Attention to Details: Ability to constantly attend to details and achieve the 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 the 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 attachments, 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 for the position should reach us before the 17 June 2022, Midnight 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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How to apply

Application Process

The AHA Centre urgently invites the best, most talented and highly-motivated individuals from the 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 https://ahacentre.org/job/.

Please ensure that the total size of your email, including attachments, 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 for the position should reach us before the 17 June 2022, Midnight 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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