Project Officer – DELSA Phase III Project

JOB DESCRIPTION AND QUALIFICATIONS

Job Title: Project Officer – DELSA Phase III Project

Reporting to: Assistant Director of Operations – Preparedness & Response

Supervising: –

Duty Station: Jakarta, Indonesia.

Duration: 1 year, with the possibility of extension.

Project Background

DELSA have enabled ASEAN to provide timely assistance in accordance with the needs of internally displaced persons due to natural disasters, as well as showcase ASEAN solidarity. While ASEAN Member States’ (AMS) NDMOs find value and benefit from DELSA, ensuring the sustainability of DELSA remains the biggest challenge. Moreover, the “Roadmap for Enhancing ASEAN Emergency Logistics to 2020” (ASEAN Logistics Roadmap) was completed according to its target year and must be assessed to be updated.

The AHA Centre’s Information and Communications Technology (ICT) Phase-IV project was completed in August 2021. The project has been instrumental in providing the AHA Centre with the relevant ICT tools necessary to support emergency response operations in the region. Under this ICT project, the AHA Centre produced the “ICT Roadmap on Disaster Management for 2025 and Beyond” that will guide the development of the ICT infrastructure of the AHA Centre and ensure its ability to maintain ICT networks as well as interoperability with the ASEAN Member States (AMS). The project will also establish a warehouse management and Enterprise Resource Planning (ERP) system to automate business processes to support the DELSA project.

With this background, the Centre aims to strategically combine the objectives of DELSA with relevant initiatives under the ICT Roadmap into a single project which aligns with the cooperation areas in the ASEAN Outlook on Indo-Pacific (AOIP) containing “Disaster Risk Reduction and Management”, SDG11 “Sustainable Cities and Communities”, as well as its underlying principles, such as ASEAN centrality. This project will mainly tackle the aforementioned issues or challenges through the following activities: (i) Strengthen the regional supply chain management for emergency response based on the relevant components of the ICT Roadmap, (ii) Replenishment of stockpiles in DELSA warehouses, (iii) Assessment on the progress of the ASEAN Logistics Roadmap.

Broad Statement of Function

1. Carry out activities, as well as deliver the outputs as pertaining and stated to the project grant agreement.
2. Monitoring the implementation of the project activities.
3. Prepare the annual reports, final reports, minutes of meetings, financial reports, other types of reports, and meeting notes related to the project activities.
4. Carry out other assignments as tasked by his/her supervisor.

Primary Responsibilities

1. Carry out activities and deliver the outputs as pertaining and stated to the project grant agreement.

   • Organise workshops and/or training activities.
   • Assist the ADR P&R in managing consultants and vendors to ensure timely delivery of outputs.
   • Draft correspondence and meeting notes.
   • Maintain communication linkages and rapport with the Mission of Japan to ASEAN through JAPAN – ASEAN Integration Fund (JAIF).
   • Prepare and document activities related to the project.
   • Organise, prepare and provide meeting documents for the Project Steering Committee (PSC).
   • To coordinate with relevant AHA Centre Division/Unit in the implementation of activities supported by the project.
   • Oversee budget planning and expenditures under the supervision of the ADR P&R.

2. Monitoring the Implementation of the Project Activities

• Representing the AHA Centre in the events related to the project core activities or components.
• Present on-site in the implementation of each project activity
• Liaise with related partner agencies that will engage and collaborate within the project.

1. Prepare the annual reports, final reports, minutes of meetings, financial reports, other types of reports, and meeting notes related to the project activities.

   • Prepare an annual Result-Based Narrative Report following the end of each calendar year, including an interim financial report. The report should provide an evidence-based assessment of progress on or toward the achievement of expected outputs, outcomes, and impact level performance indicators.
   • Prepare a final narrative report within 60 days of operational completion of the Project
   • Prepare necessary documentation to monitor the utilisation of budget.

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

   • Perform other related duties as assigned by the ADR P&R 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

• Preferably Master’s in one or more of the following disciplines: Disaster Management Social Science, Environmental Science, Development, Management, or related disciplines.

Experience

• At least five (5) years of work experience with a proven track record and exposure to capacity development or professional development programme;
• Exposure to working in a disaster management and emergency response operations organisation in a government or international organisation;
• Experience in organising regional workshops and training activities;
• Experience in managing a broad range of activities dealing with various international organisations and related institutions;
• Experience in writing narrative project reports;
• Knowledge of ASEAN and its regional frameworks in disaster management, such as the ASEAN Agreement on Disaster Management and Emergency Response (AADMER), will be an advantage;
• Strong command of the English language, both spoken and written.

Competency Profile

1. Core Competencies

• 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 orally and in writing.

• 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.

• 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.

• Flexibility and adaptability

Ability to respond positively to change and new organisational practices, structures, procedures and technology.

• Personal credibility

Have high regard for self-discipline, good attendance record, respect punctuality and set examples to others, show consistency in words and actions, has high integrity and is conscientious.

1. Technical Competency

• Knowledgeable of Disaster Management and its cross-cutting issues
• Advance knowledge of regional coordination mechanisms and exchange learning in disaster management.
• Good knowledge of regional and international issues on climate change adaptation, environmental and sustainable development.
• Awareness and Sensitivity on the Vulnerable Groups Issues

Basic understanding of the issue of vulnerable groups during emergencies.

1. Managerial Competency

• Teamwork and coaching

Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict.

• Effective problem-solving skills

Ability to use sound judgment and initiative, develop options and achieve outcomes.

• Organisational awareness

Ability to align thinking and actions to organisational values.

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 completing 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 papers should reach the AHA Centre on or before 27 June 2022 at 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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