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JOB DESCRIPTION AND QUALIFICATIONS

Job Title : DELSA and ACE Programme Coordinator


Position Base : Jakarta, Indonesia
Reporting to : Director of Operations
Supervising : DELSA and ACE Programme Staff

Broad Statement of Function

A. Manage, supervise and coordinate the overall implementation of various activities under
the “Establishment of a Disaster Emergency Logistic System for ASEAN (DELSA) Phase
II” and the “AHA Centre Executive (ACE) Programme 2018-2020” projects in ensuring
quality and timeliness of activities and delivery of outputs;

B. Oversee the day-to-day operational activities of the projects, including staffing,


administration and financial management matters;

C. Undertake relevant assignments as tasked by the Executive Director of the AHA Centre
or his/her designated staff;

D. Comply with the AHA Centre’s internal rules and regulations.

Primary Responsibilities

A. Manage, supervise and coordinate the overall implementation of various activities


under the “Establishment of a Disaster Emergency Logistic System for ASEAN
(DELSA) Phase II” and the “AHA Centre Executive (ACE) Programme 2018-2020”
projects in ensuring quality and timeliness of activities and delivery of outputs.
1. Be responsible for the implementation of the projects in line with the guidelines of
Japan-ASEAN Integration Fund (JAIF) and other rules and regulations adopted by the
AHA Centre;
2. 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;
3. Ensure and maintain programmes and programme support in line with the finance and
administrative rules and procedures of AHA Centre as well as JAIF guidelines;
4. 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;
5. Set performance goals of the projects with project staff within the agreed upon
parameters in consultation with appropriate divisions of the AHA Centre;
6. Work closely and consult with Director of Operations on the operational
implementation of the projects, including providing necessary support during
emergency situation;
7. Contribute to the evaluation and development of operational strategy and performance
of the projects in cooperation with divisions within AHA Centre;
8. Prepare annual work programmes and operationalisation of budget of the projects and
monitor their implementation;
9. Be responsible for the conduct of external audits and the implementation of audit
recommendations;
10. Coordinate with the AHA Centre on training activities for staff in line with human
resource development strategy;
11. Ensure the quality of the curriculum of the ACE Programme and monitor the overall
delivery of the ACE Programme;
12. Manage and facilitate issues associated with the ACE Programme, including stay
permits (exit and re-entry permits) and visa issues and other project staff, if necessary;
13. Manage projects’ facilities such as equipment and fixed assets inventory;
14. Assist the Director of Operations in identifying potential areas for cooperation
programmes and projects and resources to further improve the performance of the
AHA Centre;
15. Develop and implement monitoring and evaluation mechanism to ensure effectiveness
of the projects including necessary improvement;
16. 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;
17. Identify in consultation with the Operations Division, areas for development
cooperation to improve the performance of the projects;
18. Work closely with the Office of 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;
19. 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.

B. Oversee the day-to-day operational activities of the projects, including staffing,


administration and financial management matters.
1. Work closely and consult with Director of Corporate Affairs on the implementation of
the projects, including on issues related to human resources, finance, legal and other
administrative aspects;
2. Oversee and be responsible for the financial management and be accountable for
overall project funds;
3. Monitor the utilisation of project funds to ensure transparency, accountability and
appropriateness;
4. Coordinate with Administration and Human Resource of the AHA Centre for any staff
recruitment and induction courses to new project staff;
5. Manage and monitor the allocation of resources (staff utilisation) and ensure the
effectiveness and balance of workload amongst supervised staff;
6. Ensure continuing professional development of supervised staff by conducting
performance appraisal, coaching and counselling to facilitate the subordinates in
achieving optimum performance.

C. Undertake relevant assignments as tasked by the Executive Director of the AHA


Centre or his/her designated staff.
1. Provide programme analysis, update and recommendations to the Executive Director
and other SMT members with regard to the implementation of the projects;
2. Undertake identified assignments as tasked by the Executive Director of the AHA
Centre or his/her assigned staff;
3. Contribute to the AHA Centre’s collective efforts by accomplishing related duties as
needed.

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D. Comply with AHA Centre’s internal rules and regulations.
1. Conduct him/herself according to the AHA Centre’s vision, mission values and code
of conduct;
2. Adhere to all necessary aspects of corporate affairs within the organisation, such as
administration, human resources, legal, finance as well as programme development
and management, communications, M&E, and contribute to emergency operations
as required.

General Qualifications

Education
Master’s Degree in Social Science, Development, Management, Public Administration or
related disciplines.

Requirements
 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;
 Knowledge in emergency response specifically in the area of logistics and disaster
management;
 Experience in managing or coordinating projects or programmes related to warehouse
management and capacity development;
 Experience in managing a broad range of activities dealing with various international
organisations and related institutions;
 Knowledge of ASEAN and its regional framework in disaster management, such as the
ASEAN Agreement on Disaster Management and Emergency Response (AADMER), will
be an advantage;
 Excellent command of English, both written and spoken;
 Network with ASEAN or emergency/disaster related communities is preferred;
 Computer literacy and proficiency in using Microsoft Office tools.

Competency Profile

Core Competency
 Teamwork: Ability to build trust and respect among fellow team members and
contribute to the resolution of workplace conflict;
 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;
 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;
 Organisational awareness: Ability to align thinking and actions to organisational
values;
 Flexibility and adaptability: Ability to respond positively to change and new

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organisational practices, structures, procedures and technology;
 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;
 Meticulous: Ability to show great attention to details, when doing routine work as well
as when working under pressure;
 Ability to work in a multi‐cultural setting: Ability to interact effectively with people
from different cultures;
 Ability to work under pressure: Ability to remain efficient and productive under
pressure.

Technical Competency
 Supervisory skills;
 Knowledge in programme management;
 Knowledge in programme monitoring and evaluation.

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