ASSOCIATE – Office of the Centre Director

TERMS OF REFERENCE 

I. JOB SUMMARY 

Provide administrative support and technical support and secretarial services to the Centre Director, inclusive of the Director’s representational and business development functions, and act as information and reference point for the Centre Director. 

II. ACCOUNTABILITY STATEMENTS

1. 1. 1. Timely and appropriate provision of administrative support to the Centre Director, including management, maintenance and upkeep of document, files and records 
      2. Timely dissemination of communication and correspondence 
      3. Effective and efficient coordination of all the Office of the Director’s activities and programs. 

III. DUTIES AND RESPONSIBILITIES 

1. Assist and provide administrative and logistical support services in the day-to-day operations of the Office of the Director such as follows: 

• • • • • Draft of letters, memos, correspondence and other communication 
        • Dissemination of office incoming and outgoing memos 
        • Release of documents from the Office of the Director to the concerned Offices / Units 
        • Arrange travel requirements of the Centre Director 
        • Coordination of activities, events, appointments, and meetings to concerned stakeholders 
        • Documentation and maintenance of records of meetings, appointments and activities of the Centre Director 

2. Manage records, acknowledgement and dispatch of documents from the Office of the Director 

3. Assist in the proper document management in the Office of the Director to include proper recording and handling of documents and records in compliance with the quality management system of the Centre. 

4. Maintain and update the Office of the Director’s database / records such as: 

• • • • • Directory of Centre partners and stakeholders 

• • • • • Directory of SEAMEO officials, focal institutions in SEAMEO MOEs and other SEAMEO units 

• • • • • Database of documents and other official instruments 

5. Implement official protocols according to the Centre Director before, during and after engagements. 

6. Perform other tasks that may be assigned.

III. QUALIFICATIONS 

Educational Attainment

1. 1. 1. 1. Completion of appropriate Baccalaureate Degree from a duly recognized / accredited institution of higher learning.

Work Experience

1. 1. 1. 1. At least three (3) years of relevant experience.

Interested applicants may submit their letter of intent and CV to: careers@seameo-innotech.org