- ORGANISATIONAL CONTEXT
APCASO Mission, Vision and Key Outcome Areas
APCASO is a regional civil society network of community-based and non-government organisations on HIV, health and social justice, with a focus on advocacy and community capacity development in Asia and the Pacific. We support and promote the role of CBOs and NGOs – particularly those representing communities most in need, including people living with HIV, sex workers, people who use drugs, MSM, transgender people, migrant workers, and mobile populations, including young people and women within these populations – in advancing a rights-based social development and health agenda.
APCASO envisions just and inclusive societies that respect, fulfil and advance the rights of communities most in need – thereby hastening the end of the AIDS epidemic and other health challenges. In its 2015-2020 Strategy, the four key outcome areas of APCASO’s work are:
- HIV responses are strategic, sustained, and strengthened;
- Communities most in need are empowered to advance and protect their rights through an enabling and a responsive environment;
- Community and civil society have strengthened capacity to lead and effectively engage in the framing of the social development and health agenda; and
- APCASO is a stronger, more effective and sustainable network.
APCASO Core Values and Guiding Principles
APCASO’s internal and external work, relations and operations are underpinned by the following values:
- Integrity. Having organisational credibility and trustworthiness. Having a strong sense of accountability and commitment to its principles and causes.
- Effectiveness. Delivering on programme and project commitments. Achieving strategic objectives with impact and measurable results.
- Concern for quality. Consistently setting and adhering to high quality standards, processes, outputs and outcomes. Continuous aspiration towards improving work, processes and systems.
- Transparency. Practicing organisational accountability by being open about information and decisions.
- Egalitarianism and fairness. Practicing and asserting fair treatment of people, and according everyone equal inherent worth and rights. Using power and authority responsibly. Managing institutional hierarchies in a manner that respects everyone concerned.
- Partnership and collaboration. Striving to understand and address the real needs and issues of partners and constituents. Planning and implementing programmes in a participatory and collaborative manner. Respecting the autonomy and right to self-determination of each CBO or NGO with regard to their own priorities and methods of organisation.
- Generosity. Sharing information and resources, and providing technical assistance wholeheartedly and to the best of its abilities – all as part and parcel of its mandate to support community systems strengthening.
APCASO strongly believes that gender equality and the respect, promotion and fulfilment of the human rights of all persons are critical to advancing and sustaining a just and equitable health and social development agenda. In view of this, APCASO is committed to:
- The meaningful involvement of members of communities most in need, including people living with HIV, in all aspects of social and health development responses.
- The central role of community and civil society organisations in national programme and policy formulation, financing, implementation and monitoring, especially in seeking accountability from state and non-state duty-bearers.
- Non-discrimination in all areas and on any grounds including in relation to a person’s HIV status, sex, sexual orientation, gender identity and expression, religion, age, nationality, race, occupation, drug use status, physical ability, location, cultural or social class, or socioeconomic circumstances.
- ROLE CONTEXT
The primary role of the OPERATIONS SUPPORT STAFF is to assist the organisation in fulfilling its objectives through provision of administrative and logistics support to APCASO’s management and staff team.
The OPERATIONS SUPPORT STAFF position is a contract position for a period of 1 year, renewable annually upon a satisfactory performance review and availability of funding. The position is to be based at the APCASO Secretariat in Bangkok, Thailand.
The OPERATIONS SUPPORT STAFF will be under the direct supervision of, and is accountable to the APCASO Finance and Operations Officer (FOO). She/he is expected to receive work assignments from the FOO as well as from the Executive and Deputy Directors.
- KEY DUTIES AND RESPONSIBILITIES
Day-to-day operations
- Maintains and updates APCASO’s database list of contacts
- Organises APCASO files – both print and electronic versions
- Checks APCASO’s staff team e-mail inbox and forwards important messages to individual staff as appropriate
- Provides info-tech support to the staff team, including troubleshooting computer hardware and software and server-related issues
- Maintains and updates electronic team calendar which includes schedules of key activities, meetings, deadlines, and staff movement; sends staff team electronic schedule reminders in preparation for meetings and appointments
- Maintains and updates the Executive Director’s work calendar and helps organize her appointments and schedules
- Participate in staff and organizational meetings, and capacity-building activities
- Taking minutes of regular staff team and other meetings
Human resources management-related
- Facilitates securing of all necessary work, travel and other visas for individual staff team members
- Records and monitors APCASO staff’s leave uptakes
- Facilitates staff’s filling of office forms including those related to travel approval, leave applications, cash advance liquidations, and reimbursements
- Supports the FOO in ensuring health insurance coverage for all staff within their APCASO employment period
Activity/project support
- Provides logistics and administrative support to the FOO related to the conduct of APCASO meetings including:
- Searching for appropriate product suppliers and service vendors and soliciting price quotations in compliance with APCASO finance and operations policies
- Facilitating negotiation and contract signing between APCASO and selected product suppliers and service vendors
- Liaising with APCASO meeting participants and co-organisers to coordinate logisitics-related preparations
- Organising APCASO meeting participants’ flight, accommodation, visa, and travel insurance, and per diem arrangements
- Ensuring logistics requirements (office supplies, room set-up, IT set-up, meetings kits) as identified by programme managers in charge of meetings are met
- Assists staff team in preparing, formatting and disseminating meetings documents, and preparing and setting-up powerpoint slides for presentations
- Developing activity budgets, budget requests, financial reports and records
- Ensuring vendors and suppliers are paid following agreed terms in their contract with APCASO
Others
- Any other tasks as assigned by the Executive Director, Deputy Director, or FOO
- QUALIFICATION REQUIREMENTS
- Formal education[1] and/or relevant experience in a post with responsibilities similar to those in this Job Description
- Ability to communicate effectively in English, both verbally and in writing
- Excellent organising and coordination skills
- Excellent computer skills – including Microsoft Office programmes and online productivity applications
- Proficiency with online communication tools, including facebook, wordpress, etc
- Alignment of personal values with those of APCASO’s
Individuals from key affected communities are encouraged to apply.
To apply for the position please send your resume, cover letter and names and contact details Send to the following email: rattasricharoen@apcaso.org and include the subject line: “Application for Operations Support Staff”. The applications are reviewed on a rolling basis. Closing date of application will be on 15th September 2016.
[1] This would include secondary, or tertiary education.
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