[SHAPE-SEA] Job Opening for Program Officers (2) and Administrative Officer (1)

    Apply by: April 2, 2015
    Organization: Strengthening Human Rights and Peace Education in ASEAN/Southeast Asia (SHAPE-SEA)

    Southeast Asian human rights and peace academics have been contributing to the movement of upholding core principles of universality, equality and non-discrimination through study programmes, publications, capacity building training and research.  The situation of human rights and peace in Southeast Asia/ASEAN has been gradually improving over the past decades, despite ongoing conflicts and challenges. For the past years, The Southeast Asian Human Rights Studies Network (SEAHRN) and the ASEAN University Network-Human Rights Education Theme (AUN-HRE) have both been working towards improving human rights and peace in Southeast Asia through higher education.

    In February 2015, SEAHRN and AUN-HRE, with the Institute of Human Rights and Peace Studies, Mahidol University and the Swedish International Development Agency, launched a multi-year program called Strengthening Human Rights and Peace Education in ASEAN/Southeast Asia (SHAPE-SEA). The program has three components — applied research, capacity building and publications – and the strategy in implementing the program is to directly involve and engage universities in Southeast Asian countries to play a more significant role in promoting human rights and peace by contributing research, and by increasing the knowledge of human rights and peace through incorporating human rights and peace into university education.

    The SHAPE-SEA Secretariat, based at the Institute of Human Rights and Peace Studies (IHRP) in Mahidol University, Salaya, Nakhon Pathom, Thailand (www.ihrp.mahidol.ac.th), calls for application for the following positions:

    a. One (1) Administrative Officer

    General tasks and responsibilities:

    • Ensure effective operations of the Secretariat including office management, communications, logistics, documentation of project activities and other administrative work
    • Reporting to the Secretariat Director on daily activities, tasks, plans and performance

    Specific tasks and responsibilities:

    • Work closely with the Secretariat Director on the day-to-day business transactions including office management, logistics, communications, setting up meetings.
    • Liaise with the IHRP and Mahidol University on administrative requirements
    • Ensure the communications within the Secretariat and Programme Management Team
    • Ensure that the Secretariat staff are complying with rules and regulations including guiding and update the Secretariat team members on new administrative rules and regulations of the project protocols and donors’ regulations.
    • Keep a proper and efficient filing and documentation system, including registration documents of participants to all SHAPE-SEA meetings and trainings
    • Assist the Program Chair and Program Management Team in setting up meetings and other work as assigned.

    Qualifications:                                          

    • Graduate of Administration or Management, or with at least 5 years relevant experience in office management or administration
    • Proficient in both written & spoken English and Thai
    • Willing and able to work in a culturally diverse working environment
    • Teamwork and communication skills are required
    • Previous working experience in a human rights or developmental organization in Southeast Asia will be an advantage
    • To be based in Bangkok or Salaya, Nakhon Pathom, Thailand

    b.      One (1) Program Manager for Capacity Building and Outreach

    General tasks and responsibilities:

    • Work under the direct supervision of the Committee Chair on project implementation
    • Coordinate with the Secretariat Director on internal office matters
    • Ensure the capacity building and outreach activities are implemented as per the program plans and budgets
    • Organise or monitor the conduct of research, training-workshops & other relevant activities, as directed by the Committee Chairperson, and according to approved annual project plans and budget
    • If assigned outside the Secretariat, monitor project implementation, and ensure that the project grantees are implementing the activities/ project as agreed upon
    • Work closely with project grantees in preparing progress and final narrative and financial reports
    • If applicable, consolidate submitted external project reports
    • Report to the Secretariat Director and/or the Committee Chair on activities, tasks, plans and performance per line management

    Specific tasks and responsibilities

    • Conduct daily communication and administrative tasks for the Capacity-Building and Outreach Committee in line with the project plans and as assigned by the Committee Chairperson, including project management monitoring the budget usage/ spending and project reporting, logistics, communications, setting up meetings.
    • Coordinate with SEAHRN and AUN-HRE members to conduct and organize project activities as per project plans.
    • Assist the Committee Chair to develop annual and quarterly plans
    • Conduct monitoring and reporting on annual and quarterly plans
    • Regularly communicate with project implementers or grantees regarding the progress of projects
    • Assist the Committee Chair in preparing project implementation plans and reports regarding committee activities to the Program Management Team, as assigned by the Committee Chairperson
    • Conduct on-boarding trainings and orientation on the project planning, project management, financial systems and project operational protocols with project grantees to ensure compliance with SHAPE-SEA procedures
    • Ensure that activity-level documentation is updated and collate reports from project grantees
    • Supervise implementation of activities and regularly communicate with project grantees
    • Request for fund disbursements and ensure timely liquidation of advances
    • Prepare monthly work plan and status reports

    Qualifications:                                         

    • Graduate of Human Rights and Peace Studies or Development Studies, or with at least five (5) years working experience in human rights, peace and conflict or development issues
    • Proficient in both written & spoken English and at least one Southeast Asian language
    • At least three (3) years experience in project management
    • Excellent coordination, collaboration and team work skills
    • Excellent critical thinking and problem solving skills
    • Willing and able to work in a culturally diverse working environment
    • Previous working experience in a human rights or developmental organization in Southeast Asia will be an advantage
    • To be based in Bangkok or Salaya, Nakhon Pathom in Thailand at least during the first six months of work

    c.      One (1) Program Manager for Public Relations and Publications
                   
    General task and responsibilities:

    • Work under the direct supervision of the Committee Chair on project implementation
    • Coordinate with the Secretariat Director on internal office matters
    • Ensure that the Committee program plans and budget are implemented as approved
    • Organise or carry out activities as planned
    • If assigned outside the Secretariat, monitor project or activity implementation, and ensure that the project grantees are implementing the activities/ project as agreed upon
    • If applicable, work closely with project grantees in preparing progress and final narrative and financial reports
    • Assist the Committee Chair in preparing the committee progress and final narrative and financial reports
    • Report to the Secretariat Director and/or the Committee Chair on activities, tasks, plans and performance per line management
    • Develop and implement communication tools for internal and external communication system to ensure that the objectives and achievements of the SHAPE-SEA program are communicated to internal and external stakeholders
    • Ensure that research publications are widely disseminated, including to internal stakeholders
    • Report to the Secretariat Director and the Committee Chair on daily activities, tasks, plans and performance per line management

    Specific tasks and responsibilities

    • Conduct daily communication and administrative tasks for the Capacity-Building and Outreach Committee in line with the project plans and as assigned by the Committee Chairperson, including project management monitoring the budget usage/ spending and project reporting, logistics, communications, setting up meetings
    • Coordinate with SEAHRN and AUN-HRE members to conduct and organize project activities as per project plans.
    • Assist the Committee Chair to develop annual and quarterly plans
    • Conduct monitoring and reporting on annual and quarterly plans
    • Regularly communicate with project implementers or grantees regarding the progress of projects
    • Assist the Committee Chair in preparing project implementation plans and reports regarding committee activities to the Program Management Team, as assigned by the Committee Chairperson
    • Conduct on-boarding trainings and orientation on the project planning, project management, financial systems and project operational protocols with project grantees to ensure compliance with SHAPE-SEA procedures
    • Ensure that activity-level documentation is updated and collate reports from project grantees, if applicable
    • Supervise implementation of activities and/or regularly communicate with project grantees if applicable
    • Request for fund disbursements and ensure timely liquidation of advances
    • Prepare monthly work plan and status reports

    Qualifications:
                                                            
    ·        Graduate of Human Rights and Peace Studies or Development Studies, or with at least five (5) years working experience in human rights, peace and conflict or development issues
    ·        Proficient in both written & spoken English and at least one Southeast Asian language
    ·        At least three (3) years experience in project management
    ·        Excellent coordination, collaboration and team work skills
    ·        Excellent critical thinking and problem solving skills
    ·        Willing and able to work in a culturally diverse working environment
    ·        Previous working experience in a human rights or developmental organization in Southeast Asia will be an advantage
    ·        To be based in Bangkok or Salaya, Nakhon Pathom in Thailand at least for the first six months of work

    Important Reminders:

    1. Interested individuals may submit their CV and a motivation letter of no more than 500 words explaining how the applicant can contribute to the SHAPE-SEA Program. Both CV and motivation letter should be sent to shape.seasec@gmail.com by 2 April 2015 (17:00 Bangkok Time). Please indicate the position you are applying for in the subject line.
    2. One letter of referral from a previous employer or from someone who can vouch for the applicant’s ability and skills. Referee should directly send his/her letter to shape.seasec@gmail.com by 2 April 2015 (17:00 Bangkok Time).
    3. New hires are expected to start on 20 April 2015.
    4. For more details about the offered position/s, email shape.seasec@gmail.com
       
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