Asia-Pacific Programme Assistant

Position description

Line Management: Asia-Pacific Regional Manager

Working closely with Asia-Pacific Programme Officer

Status

Full-time (5 days per week)

Direct Reports

Consultant/Interns/volunteers, where relevant (at present, this role doesn’t have any direct reports)

Contract Duration

One year, with the possibility of extension depending on funding

Compensation

MYR 58,000–65,000 per annum for candidates based in Malaysia

THB 480,000–540,000 per annum for candidates based in Thailand

Dependent on experience.

Location

This post can be based in Malaysia or Thailand. You must have the right to work in the country for which you are applying. Unfortunately, IDC is unable to support work visa applications or relocation.

Background

International Detention Coalition(IDC) is a unique global network of over 250 civil society organisations and individuals in more than 75 countries, that coordinates with members and partners on advocacy, research, coalition and capacity building, to eliminate immigration detention and advance rights-based alternatives to detention (ATD). IDC is a highly recognised, impact-driven organisation, offering a stimulating workplace committed to local, national, regional and global change.

Role Purpose

To support the operation and implementation of IDC’s programme in Asia-Pacific, aiming to prevent, reduce and ultimately eliminate immigration detention, working with members and partners on advocacy, research and capacity/coalition building mainly in South East Asia, by carrying out and following up on administrative, operational, support, and logistical tasks.

Role Summary

The Asia-Pacific Programme Assistant will work under the supervision of the Asia-Pacific Regional Manager and in collaboration with the Asia-Pacific Programme Officer, Thailand Project Coordinator, the Finance and Administration Coordinator, and other relevant IDC team members., The postholder’s responsibilities will cover administrative, financial, grant project, reporting, operational, support and logistical matters.

The Asia Pacific Programme Assistant will support programme implementation, track and monitor project expenditures and outcomes, organise physical and digital documentation, maintain databases and communications with partners, manage events logistics, meetings, and travel, and perform other support tasks required by the IDC Asia-Pacific Programme.

The position is primarily remote, based in Kuala Lumpur or Bangkok, and it might involve occasional travel to provide operational and logistical support as needed.

Role Responsibilities

Operations and Logistics

• Support project implementation and operations of the Asia Pacific programme with relevant tasks, including coordinating meetings, drafting minutes, creating templates, scheduling events, and other relevant tasks.
• Coordinate logistics and resources for meetings, trainings and events, including itineraries for staff travel.
• Support the organisation and smooth running of IDC’s events including handling logistics (venue, materials, meals, coffee break, and post-event follow-up)
• Facilitate the distribution of publications and materials to relevant stakeholders.
• Collaborate with other team members to conduct risk assessment and implement relevant policies and strategies when necessary.
• Participate in IDC team meetings and provide institutional support as required.

Administration

• Organise and file relevant project documents, including contracts, expense receipts, narrative and financial reports, meeting minutes and other supporting documentation
• Manage an administrative calendar (tracking deadlines and internal/external deliverables)
• Support relevant audit processes
• Help maintain the databases updated
• Draft letters, memos and other project-related documents
• Carry out other administrative and financial tasks related to project coordination and operations.
• Perform any other support tasks as assigned by the supervisor.

Advocacy and Communications

• Participate in advocacy and networking meetings and events when necessary.
• Support communication, information requests and material dissemination with members, partners and other relevant stakeholders.

Finance

• Carry out accounting and financial tasks to ensure strict expense control and reliable financial summaries and documentation. This includes tracking monthly expenses, processing and verifying expense claims and other relevant finance-related tasks.
• Prepare monthly financial reports (expense statement, budget tracking) to share with the Finance and Administration Coordinator.
• Assist in monitoring monthly activities and preparing internal and external narrative reports.
• Prepare cost estimates and budgets.
• Maintain communication with IDC’s Finance and Administration Coordinator and other members of the accounting team.

Planning, Fundraising and Monitoring and Evaluation

• Support fundraising efforts, including identifying potential funders and supporting fundraising efforts.
• Support the development of work plans for Asia Pacific team members and record relevant activities, outcomes, and lessons learned.
• Assist in preparing quarterly and annual reporting, and relevant donor reports.
• Participate actively in monitoring, evaluation and organisational learning processes, including planning and strategy meetings.

Core Responsibilities

• Actively contribute to a culture of collaboration, teamwork, and support within the IDC team.
• Demonstrate a passion for and alignment with the IDC’s mission, vision and core values of innovation, collaboration, respect, representation and being solutions-focused.
• Demonstrate an understanding of IDC policies, including IDC Children and Vulnerable Adults Safeguarding policy, to ensure a positive and safe working environment for all.
• Actively engage with organisational systems, processes, and infrastructure to ensure sustainability and appropriate safeguarding of institutional knowledge, assets and core activities over time.

Qualifications

Essential Criteria

• University degree in a related field or relevant equivalent experience.
• Minimum two years’ experience working on operational, organisational and/or administrative tasks in the non-profit sector
• Demonstrated understanding of the issues faced by refugees, people seeking asylum and migrants in the Asia-Pacific, particularly those affected by immigration detention.
• Experience in organising and coordinating events and meetings (both in person and online).
• Experience with donor reporting and monitoring, evaluation, and learning
• Acute numeracy, financial skills, and attention to detail
• Excellent oral and written communication skills in English.
• Excellent organisational skills, ability to multitask effectively, and ability to work within time constraints.
• The ability to take initiative and to work remotely and autonomously, to manage competing deadlines, prioritise workload appropriately and work flexibly.
• Demonstrable IT skills, including social media and digital communications.
• Ability to undertake travel nationally and regionally (when needed).
• Commitment to Safeguarding and Child Protection standards and to IDC’s Children and Vulnerable Adults Safeguarding policy.

Application instructions

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