The ASEAN Secretariat was established in 1976 by the Foreign Ministers of ASEAN with the basic function of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. It is also envisioned to be the nerve center of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people.
In alignment with ASEAN 2045: Our Shared Future and Key Aspirations of the three pillars of the ASEAN Community and ASEAN Connectivity, the ASEAN Secretariat is inviting Indonesian Citizens or ASEAN Nationals who are already residing and eligible to work in Indonesia to apply for the position of Officer for Programme Cooperation and Project Management Division, Community and Corporate Affairs Department.
Remuneration and Benefits:
Successful candidate will be offered a basic salary of IDR 16,835,950 and attractive remuneration package including monthly transportation allowance, outpatient medical reimbursement, hospitalisation & life insurance, annual bonus of a month’s basic salary, and gratuity. Subject to good performance during the probation, the candidate will be offered a fixed term contract of three (3) years, inclusive of the 6-month probationary period.
- Reporting to the Assistant Director/Head and Senior Officer of Programme Cooperation and Project Management Division, the Officer shall be responsible to:
1. Project Appraisal and Approval Process:
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Conduct compliance review on submitted project proposals and facilitate its appraisal in accordance with SOP on Project Appraisal and Approval (SOP PAA).
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Coordinate and manage incoming and outgoing correspondences from desk officers.
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Proactively monitor timelines and workflows and alert desk officers/supervisors to urgent issues, follow-up and requests that require immediate attention and action.
- Coordinate with project management teams and other relevant stakeholders involved in the appraisal and approval process.
2. Database Management:
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Ensure data quality, reporting, and analysis of ASEAN cooperation projects by regularly checking the database for any issues.
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Updating, tracking, documenting and verifying system for project performance indicators, including data collection forms, monitoring reports, hard copies of verification documentation, etc.
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Facilitate and coordinate input of project proposals data into the ASEAN Cooperation Project Proposal Management System, including training of prospective users.
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Provide quality assessments for all data needs prior to being reported to ASEAN Member States and ASEAN Secretariat divisions.
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Provide and collect data for AMS or external partners -requested reports (where applicable).
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Provide support to the future development and operations of ASEAN Cooperation Project Proposal Management System.
- Responsible for generating reports as requested by supervisors.
3. Servicing ASEAN meetings (the Sub-Committee on Development Cooperation meetings and other meetings related to cooperation development):
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Assist in developing draft papers, BNTPs, and reports for meetings; and
- Undertake research and archival search of relevant documents.
4. Project Monitoring and Evaluation:
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Assist in monitoring project approvals, and liaising with relevant divisions on the project implementation and completions.
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Monitor the overall status of ASEAN cooperation projects, including generating regular updates on the status of project appraisal and approval.
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Provide technical advice on the implementation and monitoring of projects as needed, in accordance with the Guidelines on Implementation and Monitoring of ASEAN cooperation projects.
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Conduct compliance review of received project progress reports and verification of project completion reports in accordance with the Guidelines on Closing ASEAN cooperation projects.
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Facilitate and coordinate the inputting of the project annual and completion reports into the project database.
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Assist in future development on ASEAN Cooperation Project Proposal Management System as part of the over-all monitoring and evaluation of projects.
- Coordinate with project management team and other relevant stakeholders involved in the implementation, monitoring and completion of ASEAN cooperation projects.
5. Others:
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Supporting the team, as needed, for day to day work.
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Providing administrative support as required.
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- Advanced degree in Project Management, International Relations, Development Studies or an appropriate related field or discipline or Bachelor’s degree in the afore-mentioned fields or discipline with a minimum two (2) years of relevant work experience in project management or development cooperation related areas.
- Demonstrated excellent writing skills and the ability to plan and organise tasks and workflows, with proven ability for accuracy under pressure and adherence to deadlines.
- Demonstrated ability to develop and maintain sound working relationship with stakeholders
- Ability to work independently and in a team environment.
- Experience working with regional organization is desirable.
- Demonstrated knowledge in policy, research and technical skills in the relevant area and the ability to acquire them.
- Demonstrated commitment to collaborative work practices.
- Proven skills in problem solving in a complex organisational environment and in work planning.
- Ability to multi-task, work long and irregular hours, perform tasks outside the usual job scope, and willingness to travel frequently on short notice.
- Good command of English, written and spoken.
- Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.
