Programme Assistant – AHA Centre

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Job Title               : Programme Assistant for ICT Phase IV Project

Position Base     : Jakarta, Indonesia

Reporting to      : ICT Senior Officer

Supervising         : N/A

 

Broad Statement of Function

  1. Provide administrative and logistical support for the overall implementation of activities under the ICT Phase IV Project;
  2. Provide day-to-day project management support for the ICT Phase IV Project as well as the organisation of meetings and workshops;
  3. Perform other relevant duties as assigned by the Executive Director and/or other assigned officers;
  4. Comply with the AHA Centre’s Rules and Regulations.

 

Primary Responsibilities

Provide administrative and logistical support for the overall implementation of activities under the ICT Phase IV Project

  1. Assist the ICT Senior Officer and other ICT Phase IV Project team members in drafting letters, memos, reports as well as note-to-files;
  2. Prepare and manage schedules of meetings and provide support to the drafting of minutes of meetings as well as project activities;
  3. Maintain current and accurate records of all activities related to the ICT Phase IV Project;
  4. Assist in the procurement of goods and services that may be required by the project in accordance with the AHA Centre Financial Rules and Regulations;
  5. Maintain accessible and well-organised filing system, storage and security of project documents;
  6. In coordination with the AHA Centre’s Admin Officer and Assistant, record all project facilities and equipment, and maintain ICT asset master list;
  7. Ensure reporting compliance by following the established AHA Centre’s rules and procedures and those under Japan-ASEAN Integration Fund (JAIF).

Provide day-to-day project management support for the ICT Phase IV Project as well as the organisation of meetings and workshops;

  1. Arrange all logistical aspects of organising events, workshop and meetings, including hotel accommodation, participants’ travel documents, flights, drafting invitation letters and preparing meeting documents;
  2. Assist in preparing travel authorisation requests, domestic and international travels, and other administrative requirements of team members as necessary;
  3. Work with the Finance Officer in processing financial documents including expenditure reports, invoices and financial settlements;
  4. Support in organising regular coordination meetings including internal project team meetings and bi-annual Project Steering Committee meetings;

Perform other relevant duties as assigned by the Executive Director and/or other assigned officers

  1. Perform other relevant duties as assigned by the Executive Director and/or other assigned officers;
  2. Contribute to the AHA Centre’s collective efforts by accomplishing related duties as

 Comply with the AHA Centre’s Rules and Regulations.

  1. Conduct him/herself according to the AHA Centre’s vision, mission, values and code of conduct;
  2. 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

 

General Qualifications

Education

Minimum Bachelor’s degree in the following disciplines: Business Administration, Management, Public Relations, English, Communications, Science or related disciplines.

Requirements

  • 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 cross-cultural environment and international settings;
  • Experience in handling administrative and programme support;
  • Exposure in working in a disaster management-related organisation or knowledge of disaster management mechanisms in ASEAN will be an advantage;
  • Good command of English, written and spoken;
  • Computer literacy and proficiency in using Microsoft Office tools and other relevant tools.

Competency Profile

Core Competency

  • Teamwork: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict;
  • 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;
  • Effective problem solving and decision-making skills: Ability to use sound judgment and initiative, develop options and achieve outcomes;
  • Analytical skills: Ability to gather and analyse information and solve problems by using a logical and systematic approach;
  • 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;
  • 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;
  • Meticulous: Ability to show great attention to details, when doing routine work as well as when working under pressure;
  • Ability to work in a multi‐cultural setting: Ability to interact effectively with people from different cultures;
  • Ability to work under pressure: Ability to remain efficient and productive under pressure.

Technical Competency

  • General administrative and logistics skills;
  • Knowledge of simple finance reporting and basic bookkeeping skills;
  • Experience in travel and accommodation arrangements;
  • Knowledge of visa arrangements and processes.

How to Apply

You may apply by sending your application to admin@ahacentre.org, 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 here before the deadline.

Please ensure that the total size of your email including attachments is no more than 5 MB. Please indicate the name of the position that you are applying for on the subject of your email. Incomplete applications will not be considered.

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Association of Southeast Asian Nations (ASEAN) is a regional-intergovernmental organisation founded in 1967, to promote peace and stability, sustain economic growth, shared prosperity and social progress. It comprises ten countries of Southeast Asia.

The ASEAN Leaders at their 19th ASEAN Summit on 17 November 2011 officially launched the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management, popularly referred to as the AHA Centre. The AHA Centre will facilitate co-operation and coordination among ASEAN Member States, and with relevant United Nations and international organisations in promoting regional collaboration in disaster management

The AHA Centre – ASEAN Coordinating Centre for Humanitarian Assistance on disaster management – is an inter-governmental organisation established by 10 ASEAN Member States – Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand and Viet Nam – to facilitate the cooperation and coordination among ASEAN Member States and with the United Nations and international organisations for disaster management and emergency response in the region.

The AHA Centre was established on 17 November 2011 during the 19th ASEAN Summit in Bali, Indonesia, through the signing of “the Agreement on the Establishment of the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre)” by ASEAN Foreign Ministers, witnessed by all ASEAN Heads of State/Govenment.

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