Senior Project Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

JOB DESCRIPTION AND QUALIFICATIONS

Job Title: Senior Project Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

Reporting to: Deputy Executive Director.

Supervising: Administration and Finance Officer – ASEAN: Strengthening AHA Centre Institutional Capacity.

Contract Duration: 12 months (1 year), including 3 months’ probation period with possibility of contract to be extended.

Duty Station: Jakarta, Indonesia.

Closing submission: September 24th, 2022 at 11:45 pm Jakarta time.

Project Background

The Government of New Zealand through its Ministry of Foreign Affairs and Trade (MFAT) provides financial support to the AHA Centre for the implementation of 2 years project named ASEAN: Strengthening AHA Centre Institutional Capacity. This project aims to strengthen the institutional capacity of the AHA Centre to facilitate a more comprehensive, integrated, and inclusive knowledge creation and exchange on disaster management for the ASEAN Community, particularly through the utilisation of e-learning system.

The project will focus on three main results:

1. An AHA Centre Roadmap for training and capacity building programme is developed;
2. Capacity of the AHA Centre, such as facilitation skills, knowledge, and expertise in delivering and facilitating learning, is improved;
3. E-Learning Management System (LMS) contents to maximise the impact and widen the coverage of the AHA Centre’s knowledge and outreach, is strengthened.

The project contributes to the achievement of the AADMER Work Programme, particularly relates to the Priority Programme 2 on Preparedness and Response, Priority 4 on Resilient Recovery, and 5 on Global Leadership. The Project Management Team (PMT) led by the Senior Project Officer (SPO) assisted by Administration and Finance Officer, and Regional Technical Advisor, under the advisory of ASEAN Committee on Disaster Management (ACDM) Working Group will work together with the selected University partner(s) to ensure that the project is implemented effectively.

Broad Statement of Function

1. Carry out activities, as well as delivery 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 report, minute of meetings, financial reports, and other type 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, as well as delivery the outputs as pertaining and stated to the project grant agreement.

   • Organise workshops and/or trainings;
   • 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 New Zealand Ministry of Foreign Affairs and Trade (MFAT);
   • Prepare and document activities related to the project;
   • Organise, prepare, and provide meeting documents for the Project Steering Committee (PSC);
   • Coordinate with relevant AHA Centre Division/Unit in the implementation of activities supported by the project;
   • Oversee budget planning and expenditures under the supervise of the Deputy Executive Director.

2. Monitoring the Implementation of the Project Activities

• Represent 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 report, minute of meetings, financial reports, and other type of reports, and meeting notes related to the project activities.

   • Prepare the Finalised Results Framework, including MERL;
   • Provide updates on the Project Implementation Partner selection outcome;
   • Along with the Regional Technical Adviser Consultant, provide the results from Desk study on capacity building policies and programmes, and good practices on Learning Management System within and outside the region, and Assessment Report of the capacity of the AHA Centre to deliver training programmes;
   • Prepare the Annual Progress Report, and Project Internal Evaluation Report;
   • Prepare the Draft and Final Completion Report.

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

• Preferebly Master’s in one or more of the following disciplines: Disaster Management Social Science, Environmental Science, Development, Management, or related disciplines. Professional background or experience in the context of Information Technology, and Education Development.

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 and understanding the technical concept of learning management system development
• 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.

• Common knowledge on software

Ability to operate a learning programme and experience in utilising or facilitating learning software tools.

• Flexibility and adaptability

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

• Personal credibility

Have high regards 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 understand 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 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 ASEAN Member States to apply for this position. We encourage female candidates to apply. The AHA Centre will cover 1 (one) time relocation expenses for the selected candidate outside Indonesia.

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 attachment, 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 us on or before September 24th, 2022 at 11:45pm 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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