TERMS OF REFERENCE FOR AN OPERATIONS INTERN
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 ASEAN Foundation during ASEAN’s 30th Anniversary Commemorative
Summit in Kuala Lumpur Malaysia on 15 December 1997.
ASEAN Foundation is an organisation
from and for the people of ASEAN. The Foundation exists because of one vision:
to build a cohesive and prosperous ASEAN Community. As an ASEAN’s body, the
Foundation is tasked to support ASEAN mainly in promoting awareness, identity,
interaction and development of the people of ASEAN. For more info about the ASEAN Foundation,
visit: www.aseanfoundation.org
GENERAL
OBJECTIVE
The ASEAN Foundation seeks an
intern to support the operations function of the organisation, led by the Head
of Finance & Administration.
The Operations Intern
provides support to various tasks undertaken by the Finance and Administration
unit of the ASEAN Foundation. These include a number of office administrative,
logistics, filing and finance tasks, including, the monthly filling of expenses
and accounting.
TASKS OF THE
INTERN
1. Assist in financial management
·
Prepare
financial documents for payment processing though the ASEAN Foundation’s
Finance System
·
Follow
up of expenses and filing
·
Support
as well as follow up on project agreements with partners
2. Assist in human resource administration
·
Archive
documents related to staff attendance
·
Support
the team on the recruitment process, register all the applicants and review the
documents
·
Follow
up on vacancies announcements
3. Assist in procurement process
·
Request
for Quotations
·
Archive
purchase orders, contracts and other procurement related files
·
Collect,
search and compile potential suppliers list
4. Assist in administrative arrangement
·
Provide
logistic support for events, mission and conference
·
Assist
in travel arrangement
·
Assist
in managing the organisation’s filing system
·
Assist
in creating requested PowerPoint Presentation(PPT) materials
·
Assist
to answer phone and guide calls to the relevant staff
·
Ensure
external people are welcomed in the office
5. Undertake other tasks and activities as
requested
EXPECTED
OUTPUTS / DELIVERABLES
The intern is expected to support
the smooth running of the organisation’s finance, administrative, human
resources and property.
EXPECTED
OUTCOMES
The internship provides an
opportunity for the intern to gain experience working in an ASEAN body and
provide the intern with the opportunity to learn about ASEAN affairs – the work
of the ASEAN Foundation to support the ASEAN community building process. The
intern can gain knowledge about the work environment and work ethics as well as
skills in planning, management, coordination and administration skills.
TIME FRAME
Starting date: January -
June 2019 ; duration of internship: 3 to 6 months
REMUNERATION
The
internship is voluntary and unpaid.
QUALIFICATIONS
AND SKILLS
·
Undergraduate study in an accounting or business
administration field
·
Good written and oral
communication skills in English
·
Ability to plan and organize work
·
Resourcefulness,
initiative, enthusiasm and detail-oriented
·
Ability to work in a multi-cultural team environment
·
Very good computer skills including knowledge and
experience in all Microsoft Office software (PowerPoint , Word, Excel, Outlook,
etc)
·
Tech savvy with knowledge of social networking tools,
etc., is an asset
Please submit your application letter of your internship by 15 February 2019.
You may read our internship guideline, please click the following link:
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