The ASEAN Secretariat Job Vacancy: Programme Assistant

Job Description

The Programme Assistant will provide full-time administrative support to the ASEAN Secretariat in the implementation of the Establishment of the ASEAN Disaster Risk Financing and Insurance Programme under the ASEAN Agreement on Disaster Management and Emergency Response (AADMER) Work Programme to implement the ASEAN Roadmap for Disaster Risk Financing and Insurance.

Duties and Responsibilities

The Programme Assistant will have the following duties and responsibilities:

Provision of administrative and logistical support to the Programme, such as but not limited to:
  • Preparing and processing administrative forms and documents for action by the Programme staff, including DAF for Programme staff salaries.
  • Preparing and maintaining administrative records.
  • Preparing and processing travel arrangements and forms related to official missions of Team Leader, Programme staff, and consultants.
  • Purchasing/leasing of office supplies, equipment, computers, etc.
  • Preparing and processing of contracts and payments for consultants, verifying the correctness of supporting documents, and monitoring accounts and payment to vendors, consultants, etc.
  • Managing the office for a smooth functioning of the Programme, including ensuring regular supply of office needs and regular check-ups of office equipment by vendors, suppliers, etc.
  • Monitoring and reviewing the status of expenditures and allotments and the overall budget of the Programme. – Reviewing entitlements-related claims and reports.
  • Providing advice and guidance to Programme staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
  • Maintaining Programme calendar and schedule and monitoring changes and communicating timely information to concerned Programme staff and Team Leader.
  • Updating and maintaining distribution lists for easy dissemination of reports, memos, communications, etc.
Arranging for printing and translation services.
  • Coordinating shipping arrangements and courier services.
  • Secretarial/documentation support during meetings, workshops, etc.
  • Maintaining payment roster for workshop participants.
All office communications and coordination work necessary for the smooth implementation of the Programme with other divisions within ASEAN Secretariat and with external partner organisations, including but not limited to:
  • Drafting correspondences, memorandums, invitations, and other communications.
  • Carrying out quality control for outgoing documents, proofreading, and checking for adherence to format, grammar, and punctuation.
  • Managing and updating internal files and databases for the Programme.
  • Receiving, screening, and directing phone calls and visitors.
  • Researching, compiling and organizing information and reference materials from reports, studies, briefings, meetings, etc.
All administrative and logistical arrangements in the office and in the conduct of
workshops, meetings, forums, and related activities and provide administrative and office
support to the Team Leader and Programme staff, and directly reporting to the
Programme Team Leader as his/her direct supervisor.

Perform other related duties as required.

Qualifications and Experience
Completion of secondary school education is required. University degree in business management, communications art, interdisciplinary studies, or a related field is and advantage.
  • At least three (3) years of relevant experience in administrative or programme supportservice is required.
  • Familiarity with the ASEAN system is an advantage.
  • Relevant experience in working for governments and/or international organisations isan advantage.
  • Professional fluency of spoken and written English and of an ASEAN language is adistinct advantage;
  • Ability to work in a team in a multi-cultural environment;
  • Ability to multi-task and work irregular and long hours; and
  • Ability to travel internationally as required.
  • Experience in handling web-based management systems is an advantage; and- Proficiency in standard computer applications.
How to Apply
Send your application to highlighting your suitability and potential
contribution to the position, together with a detailed CV, including a recent passport-sized
photograph and certified true copies of education certificates obtained.

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.

Application papers should reach the ASEAN Secretariat by 31 August 2016.

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