Assistant to Programme Director

The
Assistant to Programme Director
will assist the Programme Director and Programme Operations Coordinator in executing, improving and implementing systems and procedures primarily in the areas of regional and country programme planning, monitoring, evaluation and learning (MEL), financial oversight of budget and expenditures, internal communications, and provision of logistical and administrative support.

This position requires the employee to have a flexible approach and the ability to adapt and work in different and challenging work and cultural environments, which may include flexible arrangements, working in challenging field and frontline work environments.

This is a 3year fixed-term position based in
Manila.

Duties and Responsibilities:

• Assist the Programme Director in implementing systems and procedures for the effective management of GPSEA Programme Department, especially with regard to budget planning, programme planning monitoring, evaluation and learning, and reporting
• Develop and maintain strong cooperation and coordination between the Programme and Operations Support Department to facilitate related HR and Finance processes smoothly.
• In coordination with the Finance unit, regularly monitor programme budget expenditures. This includes support in overseeing and ensuring the integrity of budget request submissions and approval process.
• Assist in the preparation and submission of projects monthly and quarterly reports as well as projects monitoring and evaluation reports in line with GPSEA's 3-Year Strategic Plan
• Assist the Programme Director and Programme Operations Coordinator in the organization of programme meetings/management forums and related travels.
• Provide assistance to Programme Department in day to day operations/logistical needs including arranging schedules, booking of VCs, arranging travels (in coordination with the country Admin), managing incoming and outgoing messages, filing of relevant data/records.
• Participate in programme forums discussions and planning regarding strategic issues within GPSEA
• Assist the Programme Director and Programme Operations Coordinator in implementing and proactively facilitating internal communication systems and procedures for effective management of GSPEA programme developments and operations.
• Assist in coordination with GPI and other NROs for meetings, forums and other programme-related agenda
• Ensure that regional and country programme and budget monitoring reports are delivered in a timely manner to support the smooth functioning of GPEA Programme Department
• Ensure quality and reliability through the consistent provision of support aligned with the policies and principles of the organization

Skills and Experience:

• Bachelor's degree/ or at least a Diploma or A level certification
• At least 3-5 years of relevant experience in providing support to executive roles

Key Competencies:

Functional

• Excellent communications skills in English (both written and oral)and at least one of the major language spoken in the Southeast Asian region
• Strong documentation, writing and presentation skills.
• Proven excellent ability to prepare meeting minutes and reports
• Demonstrated ability in planning and organizing meetings
• Excellent computer skills including mastery of program on database management and budget preparation
• Ability to carry out budget forecasting and prepare annual budget for Programme Department
• Networking skills and ability to communicate with a wide range of sectors and organizations
• Proven record of keeping confidential information
• Adapt at working with people of different cultures
• Ability to work effectively in a multi-cultural team but also to work independently and unsupervised.

Organizational competencies

• Professionalism
  : Knowledge and/or experience in managing conduct and emotions in a way that represents the values and realizes the objectives of the organization
• Quality
  : Knowledge and/or experience in meeting and surpassing requirements by setting high standards for the condition of outputs
• Teamwork & Communication:
  Knowledge and/or experience in working with others and presenting information, ideas, and positions in a clear manner that can easily be understood across diverse and multi-cultural audiences

Deadline: 27 October 2025