Senior Admin & Finance Officer (ASTI Project) (1 Position)
The ASEAN-Swiss TVET Initiative (ASTI) is a regional project designed by the Swiss Agency for Development and Cooperation (SDC) in close collaboration with ASEAN and key stakeholders. Proposed under the Initiative for ASEAN Integration (IAI) and endorsed by the ASEAN Senior Official Meeting on Education (SOM-ED), ASTI is currently being implemented.
The project aims to equip young women and men, particularly those with limited education, early school leavers, and low-skilled workers, with relevant labour market skills to enhance their employability and integration into formal TVET systems. This is achieved by supporting the conceptualization, development, and implementation of a standardized Work-Based Learning (WBL) concept and its integration into the formal TVET systems.
As a core member of the implementation team the Senior Admin & Finance Officer will closely collaborate with the ASTI project team to manage and operate the implementation of WBL by IBC’s member companies. You will assist the Job Coach in providing continuous support to the selected participating companies and TVET service provider partners to ensure the effective execution of WBL programs.
The core function is to provide support in managing financial operations, including recording transactions, preparing finance and expenditure reports, managing procurement and inventory records, handling administrative tasks, and ensuring compliance with GIZ-ASTI and SDC financial rules and regulations.
Additionally, you will assist the Job Coach in establishing and executing cooperation between IBC and participating companies, as well as between selected companies and required TVET providers. The supportive role also includes conducting partner assessments and selection, preparing partnership agreements and other necessary documents, coordinating WBL activities such as training and recruitment planning, delivering training (both On-the-Job and Off-the-Job), assessing training, and documenting for broader dissemination and expansion of the WBL program.
- Technical and Administrative Support:
- Support the Job Coach in preparing required administrative documents and arranging logistics for organizing consultations, validation, and orientations for all relevant guidelines set by ASTI, with support implemented by WBL company partners, TVET providers, and stakeholders.
- Assist the job coach in organizing, documenting, and facilitating meetings of the Operational Working Group (OWG) and consultations with key national counterparts, implementing companies, and TVET providers for the development and implementation of WBL guidelines.
- Assist in mobilizing, identifying, assessing, and selecting potential member companies according to established criteria to jointly develop and deliver the WBL program, and to assess and certify the trained trainees.
- Support the job coach in preparing required partnership agreements between the host/participating companies, TVET service providers, and the partnership agreements with other TVET stakeholders, and support monitoring the implementation.
- Work with participating companies and TVET service providers to prepare the necessary administrative and supporting documents for recruiting and conducting training for the trainees and low-skilled workers, and collect and record data on trainees, assessments, and training programs delivered.
- Work with the job coach to prepare monthly and quarterly operational plans covering the above key activities in consultation with participating companies and TVET service providers partners, and concerning stakeholders on the joint plans, and submit them to GIZ-ASTI for review and support.
- Financial Management and Support:
- Work with the job coach to prepare financial reports and a quarterly budget plan for submission to the GIZ-ASTI project for financial settlement and clearance, and to prepare a new budget request for the upcoming period.
- Collect required supporting documents, eg timesheets, staff contracts, service contracts, original invoices/receipts, and lists of participants in events, meetings, workshops, training, etc., for submission to the ASTI project and financial clearance before the end of every quarter.
- Collaborate with the ASTI project’s Financial Management and Admin Specialist on finance and budget-related tasks, ensuring compliance with the financial guidelines, rules, and regulations of GIZ and SDC.
- Participate in meetings, capacity-building workshops, and training on GIZ’s financial rules and regulations for the successful implementation of the collaboration.
- Communication and Networking
- Maintain effective communication and collaboration with the ASTI project team, ASTI’s project national counterpart, partner companies, TVET providers, and stakeholders to ensure smooth implementation and achievement of project objectives.
- Educational Background
- Bachelor’s degree in fields related to business administration, finance, banking, management, or an equivalent qualification.
- Working Experiences
- Minimum of 3 years of experience in vocational education, business administration, finance, banking, management, or an equivalent field.
- Experience in financial management and administrative affairs with international organizations, the private sector, and development partners is preferred
- Technical Competencies/Skills:
- Knowledge of cooperating training programs, WBL, and implementation strategies.
- Ability to provide support to the Job Coach, companies, TVET providers, employers, trainees, and education partners throughout the WBL training process.
- Proficiency in developing project plans and monitoring recruitment and schedules.
- Work in close coordination with the Job Coach to devise strategies for the implementation of the ASTI project, then follow those strategies to meet WBL goals
- Great organizational skills, with attention to detail and time management, are a must.
- Ability to multitask and solve issues.
- xperience in a supportive role to ensure the success of a project.
- Networking and Communication:
- Excellent communication and interpersonal skills for effective collaboration with project teams, national counterparts, partner companies, TVET providers, and stakeholders.
- Ability to maintain effective communication channels and networks to ensure smooth implementation and achievement of project objectives.
- Teamwork and Adaptability:
- Strong team player with the ability to work collaboratively with diverse teams and adapt to evolving project requirements.
- Flexibility and willingness to travel as needed for meetings, consultations, and project activities.
