THE ASEAN SECRETARIAT
INVITES ASEAN NATIONALS TO APPLY
FOR THE FOLLOWING VACANCY

ASSISTANT DIRECTOR/HEAD
FINANCE & BUDGET DIVISION
(Re-advertised)

Background:
The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre of ASEAN, a regional inter-governmental organisation founded in 1967, to promote peace and stability, sustained economic growth, shared prosperity and social progress. It comprises the ten countries of Southeast Asia.

The entry into force of the ASEAN Charter on 15 December 2008 had provided new impetus to ASEAN’s integration efforts by establishing a legal and institutional framework required to achieve the ASEAN Community by 2015. This includes the newly approved organisational structure of the ASEAN Secretariat that is aligned to the requirements of the Charter and the three Blueprints of the ASEAN Political-Security Community (APSC), the ASEAN Economic Community (AEC), and the ASEAN Socio-Cultural Community (ASCC). The ASEAN Secretariat is therefore well positioned to provide the necessary functions required to effectively support the community building process under the Charter and the Blueprints.

Currently the ASEAN Secretariat is looking for a qualified candidate to fill the position of Assistant Director/Head, Finance and Budget Division, who will work under the Corporate Affairs Directorate, Community & Corporate Affairs Department.

Duties and Responsibilities:
1. Managing the operational activities of the Division:

• Manage, plan and approve tasks and activities of staff;
• Provide guidance/direction for staff on professional matters;
• Foster teamwork and collaboration within the Division;
• Conduct annual performance appraisals for staff, map training and professional development activities for individual staff;
• Manage effectively all resources of the Division, including human, financial, and physical resources;
• Participate in and contribute to Divisional or Directorate management meetings, Committee of Permanent Representative (CPR) and any related meetings.

2. Oversee all financial activities of the ASEC, ensure that appropriate systems are in place, and monitor overall expenditure patterns in compliance with budget requirements
3. Manage the budget and financial matters of the ASEC, including managing Trust Funds as follows:

Operational Finances

• Prepare budget for ASEC (with input from operational areas) and manage budget process;
• Execute financial transactions:
  • Record, process, and verify payments for accounts payable and verify payments instructions to banks before release of payments;
  • Manage petty cash including bank reconciliations;
  • Process salary, allowances, and other benefit payments;
  • Conduct day to day monitoring of ASEC finances, including compliance with Financial Regulations; ad hoc reconciliations of expenditure; monitoring cash flow and funding requirements.
• Maintain register of assets;
• Assist with internal and external audits;
• Provide high level advice to the Deputy Secretary-General of Community and Corporate Affairs Department on progress against budget, and emerging financial requirements;
• Assist operational areas to effectively monitor their own budgets;
• Conduct financial reporting:
  • prepare financial statements: cash flow, balance sheet/trial balance/ledgers as well input financial transactions into the SUN Financial System.
  • Calculate amortisation on Development fee, process VAT refund, update fixed asset system.
• Manage security for cash held.

Trust Funds

• Monitor and supervise the day-to-day operation of Trust Funds managed by operational areas to ensure compliance with ASEC Financial Rules and the Terms of Reference for each Trust Fund includes approving Fund disbursements;
• Review reports on Trust Fund utilisation and initiate any necessary followup action, including ensuring return of any unexpended balance;
• Provide advice on the development of, and implement investment strategies to increase revenue from Trust Funds;
• Maintain appropriate systems, policies and procedures to ensure the transparency of expenditure of Dialogue Partners/donor funds;
• Review the account statement of each dialogue partners/donor funds kept at ASEC.
• Liaise with respective banks regarding transactions of Trust Funds.

Requirements:

• A Government certified accountant and postgraduate degree in finance or related field;
• Extensive supervisory experience, within a senior management position with a minimum eight (8) years high-level experience in a recognised specialised field;
• Proficient in using information technology (IT) and Microsoft Office tools, including familiarity with popular financial information software packages, preferably SunSystem V5.
• Sound experience in public policy development and negotiation, and experience in briefing government ministers and senior officials;
• Good corporate, strategic and business planning skills;
• Proven leadership and strong administrative capabilities;
• Understanding of international and regional issues, and knowledge of and commitment to ASEAN ideals;
• High-level interpersonal, negotiation and communication skills, including experience in cross-cultural environment and international settings;
• Proven ability to develop and maintain sound working relationships with government representatives, public and private sector organisations and other stakeholders;
• Proven ability for accuracy under pressure and adherence to deadlines;
• Excellent command of English, written and spoken.

General qualifications:
Have familiarity with diplomatic practices and protocol. Other required qualities are: computer literacy and proficiency in the use of Microsoft Office tools; ability to multi-task, work long and irregular hours, and perform outside the usual job scope; and ability to function effectively independently and as part of a team.

Remuneration and Benefits:
Successful candidate will be offered the post with a probation period of six months and monthly salary starting from USD 4,000. There are other applicable benefits which include housing, medical, education of dependent children and gratuity.
Upon completion of the probationary period, the candidate will be confirmed for up to three-year contract, inclusive of the six-month probationary period, in the first instance.

How to apply:
Send your application to hr-asean@asean.org highlighting your suitability and potential contribution to the position together with a detailed CV, including a recent passport-sized photograph and certified true copies of educational certificates obtained, and completed Employment Application Form, which can be downloaded at www.asean.org/opportunities.

Please indicate on the subject heading: Application for Assistant Director/Head, Finance & Budget Division.
Application papers should reach the ASEAN Secretariat by 1 November 2010.
The Selection Committee’s decision is final and only short-listed candidates will be notified. Previous applicants need not apply.