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About Asian Disaster Preparedness Center:

Asian Disaster Preparedness Center (ADPC) is an autonomous international organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders.

Established in 1986 as a technical capacity building center, ADPC has grown and diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas. With over 100 staff from 19 different nationalities and a wide range of professional expertise with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner. ADPC is a competent regional resource center and has seven thematic departments: Preparedness for Response and Recovery, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Geospatial Information, and ADPC Academy. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. ADPC works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change and regional cooperation. ADPC, through its programs, support the implementation of national, regional and global frameworks including Sustainable Development Goals (SDGs), Sendai Framework for Disaster Risk Reduction 2015-2030 (SFDRR), the Paris Agreement for Climate Change, the New Urban Agenda, the recommendations and priorities of World Humanitarian Summit (WHS), etc.

For details please refer to ADPC website at http://www.adpc.net/.

Department Introduction

The Preparedness for Response and Recovery (PRR) Department of ADPC focuses on enhancing the preparedness, response management capacities of governments, response organizations, volunteers, non-governmental organizations, the private sector, communities, and other traditional and non-traditional actors of the Disaster Risk Management Ecosystem. It also strives to strengthen the capacity of institutions and at-risk communities for faster and efficient disaster recovery. The department works with the above-stated actors to ensure that the regional, national, sub-national, and local disaster preparedness, response, and recovery frameworks and implementation plans are in place well before disaster strikes.

Purpose and Objectives:

The primary purpose of this assignment is to provide administrative and financial support to the program team in the implementation of PEER, SERB, and BPP programs administered by the Preparedness for Response and Recovery (PRR) Department. ADPC is looking to recruit a qualified consultant as the Program Assistant to be based at ADPC Head Office in Bangkok, Thailand. The consultant under the overall guidance and supervision of the assigned Program Lead(s), and the Director will assist and coordinate program activities with country program teams, consultants, interns and partners under the above three programs. The Program Assistant is responsible for supporting the implementation of program activities through meticulous planning, review, and follow up with country program teams, as well as program monitoring and evaluation to ensure timely delivery of program activities and reporting.

Note:

It is not the intent of this Terms of Reference to cover every aspect of the position requirements. Instead, it highlights the most critical areas of personal and joint responsibility.

Expected Outputs: Program assistance, financial and administrative support provided to the program team at Head Office and country offices in India, Bangladesh, Sri Lanka, Pakistan and Nepal for timely submission of program documents, delivery of program activities, reporting, as well as program monitoring and evaluation.

Responsibilities and Tasks:

Program Management and Coordination

• Draft annual, quarterly and monthly work plans for the assigned programs, in consultation with the project teams and partners;
• Assist in the coordinate with country program teams, consultants, interns and partners on the timely implementation of program activities according to the agreed work plans;
• Assist in research and development of technical reports and documents, concept notes and consolidate inputs from program partners and stakeholders in consultation with the program team;
• Assist in screening, review and editing of technical documents;
• Provide support and when needed, to plan, organize, and implement regional and national program activities such as workshops, south-south learning visits, program reviews, and meetings, including the conduct of follow-up activities.

Finance and Budget Coordination

• Provide administrative, finance, and day-to-day support working with Finance, Human Resource and Administration departments according to ADPC institutional policies and guidelines for carrying out activities under the programs;
• Assist in the preparation and monitoring of SoWs, ToRs, MoUs, Implementation Agreements, and other related administrative documents for the consultants, sub-awardees, and partnerships;
• Coordinate with Human Resource and Administration department on procurements and prepare administrative documents;
• Assist in drafting project and activity budgets following the overall budgets of the programs;
• Assist in project financial management, including monitoring of project budgets and reporting of monthly financial statements and reconciliation;
• Ensure timely submission of liquidation reports by the project countries, partners, and the project staff.

Monitoring and Evaluation

• Under the overall guidance of the M&E Lead, assist in coordination for the assigned programs ensuring all information and data/statistics are collected, updated, maintained, and shared through regular progress reports, program performance monitoring sheets, and donor reporting including the development of data collection tools and templates;
• Assist the program management team to monitor the performance targets against the agreed M&E plans and work plans and report the progress on timely manner.

Working Principles:

In performing the duties and responsibilities indicated above, the consultant will be supervised by the Project Management Specialist and Technical Lead- Emergency Preparedness, under the overall guidance of the Director, Preparedness for Response and Recovery (PRR) Department of ADPC. The consultant will closely work with other Project/Program Managers, and Project Coordinators based in program countries.

Qualifications:

Required Qualifications and Specifications

• Bachelor’s degree in Disaster Management, Social Science, Development Study, Business Administration, or related disciplines with substantial experience in the Asia-Pacific region. Master’s degree in related field would be an added advantage.
• Proven experience in project coordination, finance, budgeting, administration, or related field is required. A minimum of one year of experience in international organizations or IGO would be desirable.
• Good command in English, both oral and written, is required.
• Communicate effectively in writing to a varied and broad audience in a concise and straightforward manner.

Preferred Qualifications:

• Self-motivated, proactive, and takes initiative.
• Demonstrated ability to plan and organize work & time independently.
• Excellent interpersonal and communication skills, team-oriented work style, and experience in working in a multi-cultural environment.
• Strong networking capacity and understanding of humanitarian and development nexus at local and regional levels.
• Strong desire to learn, undertake new challenges, must be creative problem-solver and must have self-confidence, willingness to work hard, good sense of humor but with seriousness about the quality and excellence of work.

Duty Station: Bangkok, Thailand

Duration: 30 June to 31 December 2022 with the possibility of extension based on the performance and technical requirement of the position and duration of the project.

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