Programme Assistant for ASEAN-Australia Cooperation for the Implementation of the ASEAN Agreement on Disaster Management and Emergency Response (AADMER) Work Programme 2010-2015

The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre of ASEAN, a regional inter-governmental organisation founded in 1967, to promote peace and stability, sustained economic growth, shared prosperity and social progress. It comprises the ten countries of Southeast Asia.

Currently the ASEAN Secretariat is looking for qualified candidates to fill the position of Programme Assistant under the Disaster Management and Humanitarian Assistance Division, through the ASEAN-Australia Cooperation for the Implementation of AADMER Work Programme for 2010-2015. The ASEAN Agreement for Disaster Management and Emergency Response (AADMER) is a proactive regional framework for cooperation, coordination, technical assistance and resource mobilisation in all aspects of disaster management. It is a legally-binding document for ASEAN since it was ratified in December 2009. The AADMER Work Programme agreed to by all ASEAN Member States seeks to translate AADMER’s spirit and intent into concrete actions and initiatives in order to attain the ASEAN’s vision of disaster resilient nations and safer communities by 2015.

At the AADMER Partnership Conference in May 2010 in Makati City, the Philippines, Australia announced its intention to contribute to the implementation of priority activities under the AADMER Work Programme (2010-2015). Following the above conference, Australia reaffirmed its intention to contribute to the implementation of the AADMER Work Programme and formalised its intention through a Cooperation Arrangement. Currently, Australia has been assisting ASEAN in implementing the AADMER Work Programme in priority areas such as operationalisation of the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre); risk assessment, early warning and monitoring; preparedness and response; training and knowledge management; AADMER institutionalisation; and ASEAN Secretariat’s capacity building. The Programme Assistant is expected to provide technical and administrative support for the overall implementation of the Cooperation Arrangement.

Duties and Responsibilities:

 

The Programme Assistant’s duties will cover, but not limited to, the following:

 

1.       Provide support for the implementation and monitoring of activities under the Cooperation Arrangement:

a.       Facilitate the implementation of agreed project activities by among others providing technical and other necessary inputs to ensure smooth implementation of the activities;

b.      Provide support to the drafting of meeting/ mission/ project reports as well as note-to-file;

c.       Assist in the monitoring of project implementation.

 

2.       Provide support and assistance to meetings, events and travels of persons related to activities under the Cooperation Arrangement:

a.       Facilitate and provide logistical support in relation to meetings/workshops and training courses;

b.      Assist the preparation of travel authorisation requests, travel advance requests, travel settlements, claims, and other administrative operations;

c.       Ensure compliance with established administrative rules and procedures;

d.      Maintain documentation and record, check the accuracy and completeness of documents.

 

3.       Provide support in managing the financial aspects of the project:

a.       Assist in monitoring the book-keeping and monthly financial statements, including cash flow management and daily transaction activities;

b.      Monitor and facilitate procurement of assets/goods and services required;

c.       Maintain and enhance relations with Finance and Budget Division as well as Administration, Protocol and Conference Services Division of the ASEAN Secretariat;

d.      Assist and facilitate audits of accounts, whenever necessary;

e.      Ensure compliance with established financial rules and systems.

 

4.       Perform other relevant duties as assigned by the Head of DMHA Division and/or other designated officers.

 

Requirements:

 

·         Minimum Diploma in the following disciplines: Secretarial and Administration, Business Administration, Management, English major, communication or relevant subject. Bachelor’s degree is preferred;

·         At least three years of experience in a government, international organisation and/or private sector in an administrative role;

·         Demonstrated ability to plan and organise tasks and work flows;

·         Able to work independently as well as in a team in a multi-cultural environment;

·         Excellent English communications skills (written and oral);

·         Good knowledge and understanding of ASEAN’s issues, priorities and procedures;

Remuneration:

 

Successful candidate will be offered an attractive remuneration package and initially be contracted to 30 June 2015. The Programme Assistant will be based at the ASEAN Secretariat, Jakarta.

 

How to apply:

 

Send your application to hr-asean@asean.org highlighting your suitability and potential contribution to the position together with a detailed CV, certified true copies of educational certificates obtained, and completed Employment Application Form with recent passport-sized photograph, which can be downloaded at www.asean.org/opportunities.

 

Please indicate on the subject heading: Application for Programme Assistant for ASEAN-Australia Cooperation for AADMER Work Programme.

 

Application papers should reach the ASEAN Secretariat by 4 February 2015.

 

The Selection Panel's decision is final and only shortlisted candidates will be notified.

Incomplete applications will not be considered.