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

JOB DESCRIPTION AND QUALIFICATIONS

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

Reporting to: Deputy Executive Director.

Supervising: Project Assistant – 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, climate change adaptation, 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. Carry out activities and 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, and 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 Deputy Executive Director in managing consultants and vendors to ensure timely delivery of outputs.
   • Draft correspondence and meeting notes.
   • Maintain communication linkages and rapport with the Canada Ministry of Foreign Affairs, Trade, and Development (DFATD) – Global Affairs Canada (GAC) Team.
   • 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 implementing activities supported by the project.
   • Oversee budget planning and expenditures under the supervision of the Deputy Executive Director.

2. Monitoring the Implementation of the Project Activities

• Representing the AHA Centre in the events related to the project’s 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 to be submitted within three (3) months 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 three (3) months of operational completion of the Project.
   • Prepare an annual certified financial statement as of 31st December of the year in question to be submitted within six (6) months of the following year.
   • Prepare necessary documentation to monitor the utilisation of the budget.

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

   • Perform other related duties as assigned by the Deputy Executive Director 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 degree 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 working in a disaster management and emergency response operations organisation in a government or international organisation.
• Experience in organising regional workshops and trainings.
• 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 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.

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

Basic understanding on 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 workplace conflict resolution.

• 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 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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