Job Title: Project Assistant DELSA V

Job ID #: 26 DELSA V 06 – OPS

Division: Operations Division

Position Base: Jakarta, Indonesia

Reporting to: Preparedness and Response Manager

Supervising: None

Contract Period: One (1) year contract, including a three (3)-month probation period, with the possibility of extension.

Closing submission: 27 May 2026 - 11:45 pm Jakarta local time

BROAD STATEMENT OF FUNCTION

1. Provide administrative and logistical support for the overall implementation of activities under the DELSA V Project;

2. Provide day-to-day project management support for the DELSA Project as well as the organisation of meetings, trainings and workshops;

3. Perform other relevant duties as assigned by the Executive Director and/or other assigned officers;

4. Comply with the AHA Centre’s Rules and Regulations.

PRIMARY RESPONSIBILITIES

I. Provide administrative and logistical support for the overall implementation of activities under the DELSA V Project

1. Assist the DELSA Project Management Team in drafting letters, memos, reports, as well as notes-to-file;

2. Prepare and manage schedules of meetings and provide support to the drafting of minutes of meetings, as well as project activities;

3. Maintain current and accurate records of all activities related to the DELSA Project;

4. Assist in the procurement of goods and services that may be required by the project in accordance with the AHA Centre Financial Rules and Regulations;

5. Maintain an accessible and well-organised filing system, storage and security of project documents;

6. Ensure reporting compliance by following the established AHA Centre’s rules and procedures and those under the Japan-ASEAN Integration Fund (JAIF).

II. Provide day-to-day project management support for the DELSA Project as well as the organisation of meetings and workshops

1. Arrange all logistical aspects of organising events, workshops, trainings and meetings, including hotel accommodation, participants’ travel documents, flights, drafting invitation letters and preparing meeting documents;

2. Assist in preparing travel authorisation requests, domestic and international travels, and other administrative requirements of team members as necessary;

3. Work with the Finance Officer in processing financial documents, including expenditure reports, invoices and financial settlements;

4. Support in organising regular coordination meetings, including internal project team meetings and bi-annual Project Steering Committee meetings.

III. Perform other relevant duties as assigned by the Executive Director and/or other assigned officers

1. Perform other relevant duties as assigned by the Executive Director and/or other assigned officers;

2. Contribute to the AHA Centre’s collective efforts by accomplishing related duties as needed.

IV. Comply with the AHA Centre’s 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, as well as programme development and management, communications, M&E, and contribute to emergency operations as required.

JOB QUALIFICATIONS REQUIREMENTS

Education

Minimum Bachelor’s degree in the following disciplines: Business Administration, Management, Public Relations, English, Communications, Information Technology or related disciplines.

Experience

• At least 3 (three) years of work experience in a government, international organisation and/or private sector institution;

• Well-organised, flexible and enjoy administrative challenges in working with a variety of people and supporting a programme in cross-cultural environments and international settings;

• Experience in handling administrative and programme support;

• Exposure in working in a disaster management-related organisation or knowledge of disaster management mechanisms in ASEAN will be an advantage;

• Good command of English, written and spoken;

• Computer literacy and proficiency in using Microsoft Office tools and other relevant 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 express 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 organisational practices, structures, procedures and technology;

Personal credibility: Has a high regard for self-discipline, good attendance record, respects punctuality and set example to others, shows consistency in words and actions, has high integrity and is conscientious.

Meticulous: Ability to show great attention to detail, 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

• General administrative and logistics skills;

• Experience in travel and accommodation arrangements;

• Knowledge of visa arrangements and processes.

How to apply

APPLICATION PROCESS

The AHA Centre warmly invites exceptional and highly motivated individuals from ASEAN Member States to apply for career opportunities within our organisation.

To apply, please prepare and submit the following documents:

1. a detailed application letter outlining your qualifications and the contributions you can bring to the role;

2. a comprehensive curriculum vitae (CV);

3. the completed AHA Centre Application Form; and

4. certified true copies of your educational certificates.

Kindly ensure that each file name clearly includes your name.

Applications must be submitted through the official link available on our website. This will allow our system to automatically acknowledge receipt and ensure efficient processing of your application. Please combine all required documents (items 1–4) into a single file so that our Human Resources Information System (HRIS) can capture your complete profile. Additionally, ensure that the total file size does not exceed 5 MB.

The AHA Centre Application Form can be downloaded from: https://ahacentre.org/job/

We thank all applicants for their interest. However, only shortlisted candidates will be contacted for an interview. Please note that the decisions of the Selection Panel are final.

For more information about the AHA Centre, we encourage you to visit our website at www.ahacentre.org.

The AHA Centre maintains a zero-tolerance policy against all forms of sexual exploitation, abuse, and harassment, in line with its PSEAH policy.