Title
|
SENIOR PROGRAMME MANAGEMENT OFFICER
|
Classification
|
Locally Recruited Staff – Level 3
|
Direct Report
|
Programme Manager
|
Matrix Report
|
Communications Manager
|
Term of Employment
|
This position is a non-ongoing position for an initial period of one
(1) year starting in late 2017, after which the position will be evaluated
subject to organisation’s needs and regular performance review.
|
Background
Three decades after ASEAN
was established, ASEAN Leaders recognised that: there remained inadequate
shared prosperity, ASEAN awareness and contact among people of ASEAN.
It was of this concern
that ASEAN Leaders established the ASEAN Foundation during ASEAN’s 30th
Anniversary Commemorative Summit in Kuala Lumpur Malaysia on 15 December
1997.
After its establishment,
the ASEAN Foundation has been tasked to support ASEAN’s community building efforts by
promoting greater awareness of the ASEAN identity, human resource development,
people-to-people interaction, and close collaboration among the business
sector, civil society, academia and other stakeholders in ASEAN.
We continue to complement
ASEAN priorities. To date, we work to strengthen the ASEAN Community.
We work in four
thematic areas of education, arts and culture, media development and community
building. We provide support in the form of scholarships, fellowships
internships and exchanges. We organize meetings, conferences, roundtables and
workshops in support of the ASEAN Community.
Position Summary
Under the direct supervision of the Programme Manager and in
collaboration with the Communications Manager, the Senior Programme Management
Officer contributes to the operations of the programme unit, communication
activities and disseminates information.
The principal responsibilities include knowledge management, programme
coordination, monitoring and evaluation, communications and network
development, liaison with key internal and external constituents.
The candidate should be highly motivated, enthusiastic, and capable of
working independently. The ability to work with a wide variety of people from
governments, agencies, non-governmental organizations, and research
institutions is essential
Functional Relationship
Develop and maintain effective, collaborative relationships with the
following:
Internal (within Post)
Executive Director
Head of Finance
and Administration
All staff of the
Foundation.
External (outside Post)
Donors, Partners
ASEAN Secretariat and other
ASEAN organs
Summary
of Key Functions:
1)
Supports the formulation and implementation of
internal and external communications in the organisation (20%)
·
Manages the program’s website, keeps information
current, coordinates the content and prepares project profiles
·
Prepares and coordinates written, graphic, visual
materials, web site content and other social media for public presentation/dissemination
(networking, public relations purposes or for revenue generation)
·
Identifies
and develops storylines for publications and substantive articles \
·
Prepare
human interest stories and project updates
·
Prepare speeches and other relevant communication
and advocacy activities
·
Provide social media analytics for related projects
as identified by the donor(s)
·
On occasion, makes presentations and/or represents
ASEAN Foundation at selected meetings, conferences, workshops or seminars
2)
Effective oversight over the management and
implementation of initiatives of the organisation (60%)
·
Support
the Programme Manager in the effective planning, organisation, management,
implementation, and M&E to ensure timely achievement of quality results of
the Foundation’s initiatives/projects;
·
In
consultation with the Programme Manager/Project Manager, establish targets and
monitor the achievement of results, including establishment of performance
indicators/ success criteria, and regular update of baselines, targets and
milestones;
·
Contributes
analysis about project outcomes based on an overall programme perspective to
contribute to team learning and discussions on future programming
·
Compiles
project results and other outputs as well as lessons learned
·
Reviews project
and programme material and prepares synthesis documents of results, decisions,
and directions for team discussion
·
Assists
in the design of evaluation plans
·
Ensuring
synergies and coherence between the Foundation’s initiatives/projects;
·
Regular
briefings and timely report to supervisor on any exceptions to facilitate
timely actions and informed decisions.
·
Prepare Terms of References for consultants / Request for Proposals /
Request for Quotations, etc as assigned by the supervisors
·
Plan procurements for the events such as event contractors, resource
persons, moderators, rapporteurs, other supporting staff and materials
3)
Build and maintain effective external relations,
partnerships and support resource mobilisation (20%)
·
Develop a prospective donor profile database that
includes prospective donor funding areas, geographical and sectoral
preferences, criteria, and policies with a view to identifying funding
opportunities
- Work with programme units to identify gaps in funding and seek new and existing donors to provide financial assistance
- In close cooperation with Programme staff, draft project proposals/briefs to be submitted to donors for funding
- Performs preliminary screening of partnership/sponsorship requests, concept notes for further action by Management Team/Executive Director
- Plans and coordinates program meetings involving the Foundation’s network of partners and prepares background material, distributes agendas, and provides general support to enhance the effectiveness of the meetings
Person Qualifications
Education and Experience
Essential
·
A Bachelor
Degree in Communications, Humanities, International/Development Studies, Business
Communications or related field
o A
minimum of six (6) years of progressively relevant professional experience
in project management, and building partnership and advocacy or four (4)
years of working experience in the same area for postgraduate degree
Qualifications and Technical Skill
Essential
·
Proven experience
in strategic and programme planning processes
·
Demonstrates very good understanding of and experience in
communications and outreach
- Proven networking skills and ability to interact with senior officials and team work;
·
Strong writing and
organisational skills and attention to detail
·
Understanding of
multi and bilateral donor policies and procedures
·
Comfort with
managing diverse tasks simultaneously
·
Excellent
communication and writing skills in English
·
Proficient
in Microsoft Word, Excel, Power Point and digital media
Desirable
·
Experience in
virtual and in-person presentation skills;
·
Skills
in employing media and publication development tools.
·
Knowledge
of another ASEAN language other than Bahasa Indonesia;
·
Ability to travel
internationally up to 10%.
Personal Qualities
·
Ability to work
independently and as a team player who demonstrates leadership and is able to work
with partners and communities in a sensitive and participatory manner;
·
Able to communicate
clearly and sensitively with internal and external stakeholders as a
representative of the ASEAN Foundation, and this includes effective
representation skills;
·
Flexible,
creative, responsive, able to take initiative, reliable, able to follow through
on tasks, able to work within systems and procedures, open to learning, able to
work effectively in a small team environment involving the sharing of
information and at times sharing workloads;
·
Has the ability to
work in diverse cultural contexts in a culturally appropriate manner;
·
Has a capacity to
make accurate self-assessment particularly in high stress and high security
contexts; and
·
Well-planned and
organised even within a fluid working environment and has a capacity for
initiative and decision making with competent analytical and problem solving
skills.
- Hands-on experience in planning, in management, implementation, monitoring and evaluation of development projects;
Application Process
·
All interested applicants
to send application, stating the above post with the following documents
to recruitment@ aseanfoundation.org
a) Application letter
b) Curriculum vitae, salary history, expected
salary and 3 references
Deadline for Application
·
15 December
2017 (extended deadline)
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