POSITION TITLE: Logistics Officer
DURATION OF CONTRACT: One Year (renewable)
DEPARTMENT: Programmes
DUTY STATION: ACB Headquarters, Los Baños, Laguna, Philippines
REPORTING TO: ASEAN ENMAPS Project Manager
TERMS OF REFERENCE
A. BACKGROUND
The ASEAN Centre for Biodiversity (ACB) is an intergovernmental regional centre of excellence established through an agreement among the Governments of the Member States of the Association of Southeast Asian Nations (ASEAN) in 2005. The ACB facilitates cooperation and coordination among the members of ASEAN, and with relevant national governments, regional and international organisations, on the conservation and sustainable use of biological diversity and the fair and equitable sharing of benefits arising from the use of such biodiversity in the ASEAN region. Since its establishment, the ACB has lived up to its mandate of strengthening national and regional capacity for biodiversity conservation.
The ACB is the Implementing Partner of the GEF project, Effectively Managing Networks of Marine Protected Areas in Large Marine Ecosystems in the ASEAN Region (ASEAN ENMAPS), which is designed to address the coastal and marine ecosystem challenges in the ASEAN region through enhanced collaborative management of marine protected areas (MPAs) and other integrated coastal management and ecosystem-based fisheries management approaches. The objective of the project is to develop and improve the management of networks of MPAs and marine corridors within selected Large Marine Ecosystems (LMEs) in the ASEAN for the conservation of globally significant biodiversity and support for sustainable fisheries, and other ecosystem goods and services. This regional project will have a strong upscaling focus, including engagement with ASEAN working groups and LME governance mechanisms, as well as leveraging complementary investments across the ASEAN region. The ASEAN ENMAPS will be implemented for five (5) years, beginning in March 2024, in selected marine protected areas and marine corridors with high conservation importance across Indonesia, the Philippines, and Thailand.
The ACB is seeking dynamic, innovative and committed candidates for the position of Logistics Officer for this project that will be responsible for facilitating provision of logistical and related support to workshops, meetings and training; in-charge of events planning and production and handles travel management and related concerns of the project.
B. SCOPE OF DUTIES
The Programmes Department is the primary oversight of the ASEAN ENMAPS project with the technical and management support of the Project Management Unit (PMU). The Logistics Officer will be part of the PMU, under the direct supervision of the ASEAN ENMAPS Project Manager and close administrative guidance and supervision of the Director for Finance and Administration.
The Logistics Officer shall perform the following specific roles to ensure that the project objectives are efficiently achieved:
1. Responsible for monitoring receipt of the project’s supplies and equipment including documentation of the same;
2. Work closely with project Accounting Officer to ensure accurate and up to date financial information for each event;
3. Monitoring and control of inventory of supplies and assets of the project;
4. Coordinate with the General Services Officer and Administrative Associate for vehicle requests for project management related work and for transporting guests and PMU members;
5. Events Coordination
a. Facilitate provision of logistical and related support to workshops, meetings, trainings, among others and closely monitor the schedule of events;
b. Coordinate directly with co-sponsors regarding event details;
c. Handle all travel arrangements (e.g. ticket booking, hotel accommodation, travel insurance and visa application) for programs, meetings, workshop conferences of the project;
d. Prepare materials and correspondences for meetings;
e. Participate in meetings and special events as may be required from time to time;
f. Communicate effectively to all concerned, all ACB events, ensuring that the program correlates with other activity;
g. In close coordination with the organising department/team and the Accounting Division, assist in the planning and monitoring of each event to ensure that expenses are within the budget; and
6. Event Planning and Production
a. Conduct contract negotiations for venue preparation, accommodation and meeting packages including all relevant arrangements to ensure delivery of the project’s requirement in every event;
b. Gather information for each of the activities to achieve quality event productions;
c. Conduct research, make site visits, and provide options to assist concerned team to decide on event possibilities;
d. Propose new ideas to improve the event planning and implementation process;
e. Serve as liaison with suppliers (goods and services) on event-related matters; and
f. Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, for each event.
7. Perform other related tasks that may be assigned by the supervisor(s) from time to time.
C. QUALIFICATIONS
Education and Work Experience
- BS Hospitality Management, Travel and Tourism Management, Business Administration, Management or any related courses with at least three (3) years of relevant work experience, or its equivalency requirements:
- Bachelor’s degree in non-related fields with at least five (5) years of work-related experience
- Relevant work experience in international or regional organisation is an advantage
- Knowledge of UNDP rules and processes is an advantage
Skills
- Good knowledge of the English language and with good writing presentation and communication skills
- Adept at working with international partners, is an advantage
- Ability to work independently and to manage effectively different tasks
- Able to use computer applications, in particular, MS Office and creative software
- Adept at working within a multicultural working environment, is an advantage
Nationality
- Must be a citizen of the Philippines
D. COMPETENCY REQUIREMENTS
Core Values
- Integrity, professionalism, and respect for diversity
- Cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly
- Prudence, dependability, and accountability
Core Competencies
- Communication, teamwork, planning, and organising, accountability, commitment to continuous learning, and technological awareness
E. APPLICATION PROCEDURE
Applicants should prepare the following and send all to [email protected]:
- A letter of intent of no more than two pages, elaborating how his/her qualifications and experiences make him/her suitable for the position. Address the letter to Executive Director Dr. Theresa Mundita S. Lim. JP 2024-11 Logistics Officer should be indicated in the aforesaid letter.
- Updated curriculum vitae, and diploma, or transcript of records
- A completed Job Application Form (which can be downloaded here)
Deadline for submission of completed applications is on 10 April 2024. Only applications with complete documentary requirements (Letter of Intent, completed Job Application Form, and curriculum vitae) will be processed. Applications received beyond this date will not be considered. All applicants will be given notice as to the status of their application. Previous applicants may apply again.
F. ADDITIONAL INFORMATION
The ACB does not ask for payment at any stage of its recruitment process (application, processing, training, interviewing, testing or other fee) nor authorises anyone to officially receive applications from prospective candidates, except through the ACB Human Resources Division. The public is strongly advised to be vigilant when dealing with financial transactions online and to report any suspicious individuals or accounts representing the ACB.
This job posting is intended for active pooling of candidates who will become part of the ACB’s talent pool. Applicant’s qualifications will be assessed against both current and future job openings of the ACB. The ACB Human Resources Division will reach out to the applicants whose knowledge, skills, and work experience are aligned with the ACB’s requirements.
