Program Assistant

About AWO International

AWO International was founded in 1998 as a professional association for development cooperation and humanitarian action within the framework of the German welfare organization “Arbeiterwohlfahrt” (AWO). It draws on the expertise and experience of AWO in Germany, which has been an integral part of the German welfare state since the last century.

In close cooperation with local non-governmental organizations in Central America, East Africa, South Asia, and Southeast Asia, AWO International is working to ensure that disadvantaged people achieve sustainability in improving their living conditions.

Job Description

The position of the Program Assistant ensures the provision of timely and suitable administrative, logistics, procurement, data processing and public relations support such as: organizing events, managing contracts and agreements, rendering technical support assistance for Monitoring and Evaluation, assisting in the conceptualization and implementation of the annual communications plan and managing the official webpages of AWO International’s Regional Office for Southeast Asia (AWO RO SEA) and its Facebook account.

The position is based in Makati City, with occasional project visits to other provinces and to the project countries for the purpose of monitoring and technical support.

Key responsibilities and accountabilities in the following areas:

Strategic Development
a. Support the conceptualization and implementation of the Regional Office’s Communications Plan for a 3-year project cycle.
b. Ensure knowledge management in both program sectors (Humanitarian and Development Cooperation) and in administration for continuous strong relevance, effectiveness and sustainability of AWO Intl. interventions. (e.g. support updating and aligning of guidelines, gather and document lessons learnt).

Networking and Coordination
c. Establish and maintain regular information exchange with communications and public relations officers of German and international organizations (GIZ, German Embassy, UN) on the thematic issue of Safe Migration and Human Trafficking.

Program/Project Management
d. Assist in the revision of the project log frame matrix, particularly in the performance indicators and measurements.
e. Assist in the development and/ or finalization of the projects’ Annual Work Plans and updating it and in accordance with project activities and timeframe as relevant.
f. Develop a plan for project-related capacity building on Development Communications and Visibility for partners, for any support that may be required.
g. Maintain a clear and accurate information collection system using AWO International M&E database to ensure the Program Officers a close and systematic monitoring of the project activities and its implementation status.

Public Relations (PR) and Documentation
h. Prepare, design and layout articles, correspondences, summary reports and briefs as required by the office.
i. Prepare annual communications plan.
j. Manage and update AWO ROSEA official website and its Facebook account.
k. Set up and manage a photo base for partner organizations and RO SEA and monitor.
l. Monitor the proper implementation of branding standards of AWO International, and other funding partners.
m. Participate in external communication and networking for civil society and media mobilization.
n. Initiate collating, designing, editing, and generating PR materials in accordance with visibility guidelines and inputs from RO and/or Berlin Office, and overseeing its distribution. (e.g. flyers, bulletin, banners, calendars).

Events Organizing
o. Organize travel arrangements and ensure excellent quality administrative support in the organization of workshops.
p. Formulate concept notes, programs and invites of the events.
q. Participate in planning and preparation of the event budget and work program. Serve as the primary focal point for event preparations.

General Administration
r. Minute taking, revision, and distribution.

Additional tasks and responsibilities may be assigned by the Program Officers as need arises.

Consults with:

The job holder fulfills all abovementioned tasks under the overall supervision of the Director of the Regional Office and in close consultation with the RO SEA Program Officers, Finance Coordinator, RO SEA Admin Officer, Finance Assistant, and responsible Officers at AWO International, Berlin Office.

The Program Assistant performs additional administrative tasks as assigned by the Program Officers for Philippines and Indonesia.

Qualifications

The suitable candidate must meet the following requirements:

• Bachelor’s degree in Development Studies, Communications, Journalism, Social Sciences, or similar subject
• 2 years’ work experience in an International Organization, Non- Government Organization and Diplomatic Agency, or similar
• At least 1 year experience in a variety of public information activities.
• Advanced working knowledge of relevant computer software (e.g. MS Office, Canva, InDesign, Adobe Illustrator, Adobe Photoshop)
• Fluency in written and oral English, working knowledge in Bisaya and Bahasa Indonesia would be a plus
• Excellent writing skills, knowledge in online media (social media, website) campaigning and content management, good facilitation skills and competence in external communication and networking
• Familiarity with Results-Based Project Management incl. project planning and monitoring
• Ability to operate in a cross-cultural environment, to meet tight deadlines and to effectively handle competing demands
• Applicant must have a learning attitude, good analytical skills; and be available for field trips