AHA Centre Job Vacancy: Project Coordinator - ASEAN Standards and Certification for Experts on Disaster Management (ASCEND), Jakarta

Job Title: Project Coordinator - ASEAN Standards and Certification for Experts on Disaster Management (ASCEND)

Reporting to: Deputy Executive Director
Location: Jakarta, Indonesia
Supervising: ASCEND Project Officer, Project Assistant, Finance Assistant

Broad Statement of Function
  • Manage, supervise and coordinate the overall implementation of various activities under the project “ASEAN Standards and Certification for Experts on Disaster Management (ASCEND)” in ensuring quality and timeliness of activities and delivery of outputs;
  • Oversee the day-to-day operational activities of the projects, including staffing, administration and financial management matters;
  • Undertake identified assignments as tasked by the Executive Director of the AHA Centre or his/her designated staff.
Primary Responsibilities
Manage, supervise and coordinate the overall implementation of various activities under the “ASEAN Standards and Certification for Experts in Disaster Management” project, and ensure the quality and timeliness of activities and delivery of outputs
  • Be responsible for the implementation of the projects in line with the guidelines of ASEAN – Republic of Korea Cooperation Fund (AKCF) and other rules and regulations adopted by the AHA Centre;
  • Be responsible for project monitoring and reporting requirements and implementing quality assurance processes, including visiting relevant facilities, attending relevant meetings and facilitating training sessions as and when necessary;
  • Ensure and maintain programmes and programme support in line with the finance and administrative rules and procedures of AHA Centre as well as AKCF guidelines;
  • Plan, develop and implement strategies for operational management and development of the projects to meet agreed organisational performance (AHA Centre) plans within agreed budgets and timescales;
  • Set performance goals of the projects with project staff within the agreed upon parameters in consultation with appropriate divisions of the AHA Centre;
  • Work closely and consult with Director of Operation and Deputy Executive Director on the operational implementation of the projects, including providing necessary support during emergency situation;
  • Contribute to the evaluation and development of operational strategy and performance in cooperation with divisions within AHA Centre;
  • Prepare annual work programmes and operationalisation of budget of the projects and monitor their implementation;
  • Be responsible for the conduct of external audits and the implementation of audit recommendations;
  • Coordinate with the AHA Centre on training activities for staff in line with human resource development strategy;
  • Ensure the quality of the output and monitor the overall delivery of the ASCEND Project;
  • Manage projects’ facilities such as equipment and fixed assets inventory;
  • Assist the Deputy Executive Director in identifying potential areas for cooperation programmes and projects and resources to further improve the performance of the AHA Centre;
  • Develop and implement monitoring and evaluation mechanism to ensure effectiveness of the projects including necessary improvement;
  • Prepare reports on a regular basis to the Executive Director of AHA Centre, supporting partner aid agency (ies), Project Steering Committee, and relevant organisations on progress of project implementation including financial activities;
  • Work closely with the Office of the Executive Director to implement overall public relations strategy (e.g. publicity, branding, accountability etc.) for the Centre with the aim to increase public awareness and visibility of the AHA Centre to sectors and stakeholders in Member States as well as partners;
  • Maintain good rapport and facilitate effective liaison and work closely with the ASEAN Secretariat, National Disaster Management Organisations (NDMOs) of the ASEAN Member States, ASEAN Dialogue Partners and other relevant sectors/stakeholders/partners.
Oversee the day-to-day operational activities of the project, including staffing, administration and financial management matters
  • Work closely and consult with Director of Corporate Affairs on the implementation of the project, including on issues related to human resources, finance, legal and other administrative aspects;
  • Oversee and be responsible for the financial management and be accountable for overall project funds;
  • Monitor the utilisation of project funds to ensure transparency, accountability and appropriateness;
  • Coordinate with Administration and Human Resource of AHA Centre for any staff recruitment and induction courses to new project staff;
  • Manage and monitor the allocation of resources (staff utilisation) and ensure the effectiveness and balance of workload amongst staff;
  • Ensure continuing professional development of supervised staff by conducting performance appraisal, coaching and counselling to facilitate the subordinates in achieving optimum performance.
Undertake identified assignments as tasked by the Executive Director of AHA Centre or the assigned staff
  • Provide programme analysis, update and recommendations to the Executive Director and other SMT members with regard to the implementation of the projects;
  • Undertake identified assignments as tasked by the Executive Director of AHA Centre or his/her assigned staff;
  • Adhere to all necessary aspects of corporate affairs within the organisation, such as administration, human resources, legal, as well as programme development and management, communications, M&E, and contribute to emergency operations as required;
  • Contribute to the AHA Centre’s collective efforts by accomplishing related duties as needed.
General Qualifications

  • Master’s Degree in Social Science, Development, Management, Public Administration or related disciplines;
  • At least seven (7) years of experience with proven track record and exposure to project management, preferably in a disaster and emergency response operations organisation in a government, private sector and/or international organisation;
  • At least three (3) years of experience working in a supervisory position;
  • Experience in developing training standards, especially in disaster management;
  • Experience in managing or coordinating projects or programmes;
  • Experience in managing a broad range of activities dealing with various international organisations and related institutions;
  • Excellent command of English, both written and spoken;
  • Good familiarity of Bloom taxonomy
  • Computer literacy and proficiency in using Microsoft Office tools.
Other Competency Profile
  • Planning and organising: Ability to establish a coherent course of action to achieve goals, ability to translate plans into actions, organise work, monitor & review outcomes, and communicate the results clearly both orally and in writing;
  • Communications and Interpersonal skills: Ability to expresses thoughts clearly, accurately and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;
  • Teamwork and mentoring: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict; ability to provide supervision as well as provide effective coaching and mentoring to the staff reporting under him/her;
  • Effective problem solving and decision-making skills: Ability to use sound judgment and initiative, develop options and achieve outcomes;
  • Analytical skills: Ability to gather and analyse information and solve problems by using a logical and systematic approach;
  • Effective team building skills: Ability to hold inclusive team meetings, leading and ensuring agreed action plans are followed up and completed;
  • Organisational Awareness: Ability to align thinking and actions to organisational values;
  • Flexibility and adaptability: Ability to respond positively to change and new organisational practices, structures, procedures and technology;
  • Meticulous: Ability to show great attention to details, when doing routine work as well as when working under pressure;
  • Personal credibility: Has high regards for self-discipline, good attendance record, respect punctuality and set example to others, show consistency in words and actions, has high integrity and is conscientious;
  • Ability to work in a multi‐cultural setting and under pressure: Ability to interact effectively with people from different cultures, ability to remain efficient and productive under pressure.
The AHA Centre urgently invites the best, most-talented and highly-motivated individuals from ASEAN Member States to apply for this position.

You may apply by sending your application to [email protected], highlighting your suitability and potential contribution to the position together with a detailed CV, certified true copies of educational certificates obtained, and completed the AHA Centre Application Form, which can be downloaded at CLICK HERE

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 us by 15 February 2020 or until the position is filled.

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