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Terms of Reference

Programme Assistant

Background

The Southeast Asian Ministers of Education Organization (SEAMEO) Secretariat, in partnership with the International Centre for Higher Education Innovation under the auspices of UNESCO (UNESCO-ICHEI), is currently establishing the International Institute of Online Education (IIOE) Southeast Asia Regional Centre.

The Regional Centre is envisioned as a regional platform for advancing digital transformation and the responsible use of artificial intelligence in higher education across Southeast Asia. It will work with universities, SEAMEO Regional Centres, ministries, and regional and international partners to support capacity development, institutional collaboration, knowledge exchange, research, and other initiatives responding to the needs of higher education institutions in the region.

As the Regional Centre is still being established, an initial priority is to develop the arrangements needed for its effective operation. The Programme Assistant will work closely with the Learning Innovation and Information Specialist who also serves as Centre Manager for the IIOE Southeast Asia Regional Centre to support:

• Clarifying the Centre’s functions, priorities, and ways of working;
• Defining the respective roles and contributions of the SEAMEO Secretariat and UNESCO-ICHEI;
• Developing mechanisms for engaging universities, ministries, and other regional and international partners;
• Supporting the development of governance and coordination arrangements;
• Identifying potential partners and exploring appropriate models for collaboration;
• Exploring resource mobilisation and funding opportunities; and
• Contributing to the development of a sustainable operating model for the Centre.

Once these foundational arrangements are in place, the Centre will progressively move towards the implementation of regional programmes, capacity development activities, research and knowledge exchange, institutional partnerships, and other activities with participating institutions.

To support this work, the SEAMEO Secretariat is seeking a Programme Assistant who will provide practical day-to-day coordination, administrative, research, communication, documentation, and logistical support. The position will primarily support the establishment and implementation of the IIOE Southeast Asia Regional Centre and may also assist with related learning innovation initiatives and other activities of the Programme and Development Division, as appropriate.

Duties and Responsibilities

Under the overall supervision of the Deputy Director for Programme and Development and the day-to-day supervision of the Learning Innovation and Information Specialist who also serves as Centre Manager for the IIOE Southeast Asia Regional Centre, the Programme Assistant will support the establishment and subsequent implementation of the IIOE Southeast Asia Regional Centre.

The responsibilities of the Programme Assistant are expected to evolve as the Centre develops and may include the following:

1. Centre Establishment Support

During the initial establishment of the IIOE Southeast Asia Regional Centre, the Programme Assistant will:

• Conduct basic background research and compile information on relevant regional initiatives, institutions, networks, programmes, and potential partners.
• Assist in mapping universities, ministries, SEAMEO Regional Centres, development partners, industry partners, and other organisations that may engage with the Centre.
• Support the organisation of meetings and consultations with UNESCO-ICHEI, universities, ministries, partners, and other stakeholders.
• Prepare meeting materials, background information, presentations, tables, and other working documents as requested.
• Take meeting notes and consolidate comments, inputs, decisions, and agreed follow-up actions.
• Assist in preparing draft documentation related to the Centre’s functions, governance arrangements, institutional participation, partnership mechanisms, operational processes, and other foundational arrangements, based on guidance from the supervisors.
• Compile relevant information to support discussions on partnerships, resource mobilisation, and sustainability.
• Maintain an establishment work tracker covering key activities, consultations, decisions, deadlines, and follow-up actions.
• Maintain organised records of agreements, working documents, institutional inputs, correspondence, and other materials related to the establishment of the Centre.

2. Programme and Activity Coordination

As the Centre begins implementing its programmes and activities, the Programme Assistant will:

• Assist in organising meetings, workshops, webinars, consultations, capacity development activities, study visits, and other programme events.
• Prepare invitations, participant lists, registration forms, agendas, meeting materials, presentations, and other activity requirements.
• Coordinate schedules and communicate practical information, requirements, deadlines, and follow-up actions to participating institutions.
• Follow up with universities, partners, speakers, participants, and other stakeholders on agreed actions and submissions.
• Provide coordination and logistical support during online and in-person activities.
• Support meetings and activities of the IIOE Southeast Asia Task Force and other institutional networks established through the Centre.
• Assist with the coordination of university participation in capacity development, research, knowledge exchange, institutional collaboration, and other regional activities.
• Support coordination with UNESCO-ICHEI, SEAMEO Regional Centres, universities, ministries, and other partners involved in Centre activities.

3. Administrative and Logistical Support

The Programme Assistant will provide routine administrative support required for the effective delivery of assigned activities, including:

• Draft routine correspondence, emails, meeting documents, and administrative materials.
• Maintain contact lists, mailing lists, participant databases, schedules, calendars, and programme files.
• Organise and maintain digital records and ensure that programme documents are properly filed and easily accessible.
• Process and maintain registration records, attendance lists, participant confirmations, certificates, and related documentation.
• Assist with logistical arrangements for meetings, workshops, visiting delegations, study visits, and other activities.
• Maintain simple trackers for deadlines, submissions, activities, and agreed follow-up actions.
• Coordinate routine administrative requirements with relevant units of the SEAMEO Secretariat when necessary.

4. Research, Documentation, and Communication Support

The Programme Assistant will:

• Conduct basic desk research and information gathering as requested.
• Compile information on universities, higher education systems, education programmes, policies, initiatives, partners, and relevant regional developments.
• Assist in preparing background materials, presentations, concept notes, briefs, reports, and programme documents.
• Take notes during meetings and prepare draft minutes, summaries, and activity documentation.
• Assist in documenting programme activities, participant feedback, practices, lessons, and outputs.
• Organise references, data, photographs, supporting materials, and other information needed for reports and presentations.
• Prepare draft announcements, invitations, programme updates, and other routine communications.
• Assist in preparing simple content for websites, newsletters, social media, and programme materials.
• Support the dissemination of programme information, publications, opportunities, and other materials to participating institutions and partners.

5. Monitoring and Reporting Support

The Programme Assistant will:

• Maintain updated records of participating institutions, activities, attendance, submissions, and programme outputs.
• Regularly update programme trackers and databases.
• Assist in collecting participant feedback and other basic monitoring information.
• Compile information and supporting documentation required for activity and periodic reports.
• Assist in preparing simple summaries of programme participation, activities, progress, and outputs.
• Ensure that programme records and supporting documents are complete, accurate, and organised.

6. Other Programme Support

While the position will be assigned primarily to the IIOE Southeast Asia Regional Centre and related learning innovation initiatives, the Programme Assistant is part of the Programme and Development Division and may, when appropriate:

• Provide administrative, research, documentation, event, or coordination support to other specialists and programmes within the Programme and Development Division, as assigned by the Deputy Director for Programme and Development.
• Support major SEAMEO Secretariat activities, meetings, events, and cross-cutting initiatives when additional programme assistance is required.
• Undertake other reasonable duties consistent with the responsibilities and level of the position.

Qualifications

• Bachelor’s degree in education, international relations, public administration, business administration, social sciences, communication, information management, or a related field.
• At least two years of relevant experience in project coordination, programme administration, research, communications, education, or a related area.
• Experience working with universities, government agencies, international organisations, development partners, or regional programmes is desirable.
• Experience supporting meetings, workshops, events, research activities, or multi-stakeholder programmes is an advantage.
• A national of SEAMEO Member Countries.

Required Competencies

The successful candidate should demonstrate:

• Excellent written and spoken English communication skills.
• Ability to prepare clear and professional correspondence, meeting notes, presentations, and basic reports.
• Good research and information-gathering skills.
• Strong organisational skills and attention to detail.
• Ability to manage several assigned tasks, priorities, and deadlines.
• Proficiency in Microsoft Office, Google Workspace, Apple tools, and common digital platforms, with willingness to quickly learn new technologies and AI-enabled tools.
• Ability to maintain organised records, databases, trackers, and digital files.
• Good interpersonal skills and ability to communicate professionally with diverse stakeholders.
• Ability to work independently on assigned tasks while collaborating effectively with colleagues.
• Ability to work effectively in a multicultural and international environment.
• Proactive, dependable, adaptable, and willing to learn.

Expected Outputs

During the establishment phase, the Programme Assistant is expected to contribute to:

• Well-organised consultations and coordination meetings for the establishment of the IIOE Southeast Asia Regional Centre.
• Updated institutional and partner mappings, contact databases, and working records.
• Proper documentation of meetings, consultations, decisions, and follow-up actions.
• Timely preparation of background research, working documents, presentations, and other materials needed to support the development of the Centre’s foundational arrangements.
• Updated work trackers reflecting key activities, deadlines, decisions, and agreed follow-up actions.
• An organised repository of documents and records related to the establishment of the Centre.

As the Centre moves into programme implementation, the Programme Assistant is expected to contribute to:

• Well-organised meetings, workshops, webinars, capacity development activities, study visits, and other programme events.
• Timely communication and follow-up with participating institutions and partners.
• Updated programme databases, contact lists, schedules, and activity trackers.
• Complete and organised programme records and documentation.
• Timely preparation of meeting materials, correspondence, presentations, and basic reports.
• Accurate documentation of programme participation, activities, feedback, and outputs.
• Effective day-to-day administrative, coordination, research, communication, and logistical support for the IIOE Southeast Asia Regional Centre and other assigned Programme and Development Division initiatives.

APPLY ONLINE

Apply online at https://link.seameo.org/jobs/2026/pa

APPLICATION DEADLINE • 25 SEPTEMBER 2026