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Asia-Pacific Programme\nAssistant\n\n
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Reports To\n\n
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Line Management: Asia-Pacific Regional\n Manager\n
Working closely with Asia-Pacific\n Programme Officer\n\n\n\n\n
Status\n\n
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Full-time (5 days per week)\n\n\n\n\n
Direct Reports\n\n
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Consultant/Interns/volunteers, where\n relevant (at present, this role doesn't have any direct reports)\n\n\n\n\n
Contract Duration\n\n
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One year, with the possibility of\n extension depending on funding\n\n\n\n\n
Compensation\n\n
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MYR 58,000-65,000 per annum for\n candidates based in Malaysia\n
THB 480,000-540,000 per annum for\n candidates based in Thailand\n
Dependent\n on experience.\n\n\n\n\n
Location\n\n
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This\n post can be based in Malaysia or Thailand. You must have the right to work in\n the country for which you are applying. Unfortunately, IDC is unable to\n support work visa applications or relocation.\n\n\n\n\n\n\n
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Background\n\n\n\n
International Detention Coalition (IDC) is a\nunique global network of over 250 civil society organisations and individuals\nin more than 75 countries, thatcoordinates with members and partners on advocacy,\nresearch, coalition and capacity building, to eliminate immigration detention\nand advance rights-based alternatives to detention (ATD). IDC is a highly recognised, impact-driven\norganisation, offering a stimulating workplace committed to local, national,\nregional and global change.\n\n\n\n
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Role Purpose\n\n\n\n
To support the operation and\nimplementation of IDC's programme in Asia-Pacific, aiming to prevent, reduce\nand ultimately eliminate immigration detention, working with members and\npartners on advocacy, research and capacity/coalition building mainly in South\nEast Asia, by carrying out and following up on administrative, operational,\nsupport, and logistical tasks.\n\n
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Role Summary\n\n\n\n
The Asia-Pacific Programme Assistant will\nwork under the supervision of the Asia-Pacific Regional Manager and in\ncollaboration with the Asia-Pacific Programme Officer, Thailand Project\nCoordinator, the Finance and Administration Coordinator, and other relevant IDC\nteam members., The postholder's responsibilities will cover administrative,\nfinancial, grant project, reporting, operational, support and logistical\nmatters.\n\n
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The Asia Pacific Programme Assistant will\nsupport programme implementation, track and monitor project expenditures and\noutcomes, organise physical and digital documentation, maintain databases and\ncommunications with partners, manage events logistics, meetings, and travel,\nand perform other support tasks required by the IDC Asia-Pacific Programme.\n\n
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The position is primarily remote, based\nin Kuala Lumpur or Bangkok, and it might involve occasional travel to provide\noperational and logistical support as needed.\n\n
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Role Responsibilities\n\n\n\n
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Operations and Logistics\n\n
● \nSupport project implementation and operations of\nthe Asia Pacific programme with relevant tasks, including coordinating\nmeetings, drafting minutes, creating templates, scheduling events, and other\nrelevant tasks. \n\n
● \nCoordinate logistics and resources for meetings,\ntrainings and events, including itineraries for staff travel.\n\n
● \nSupport the organisation and smooth running of\nIDC's events including handling logistics (venue, materials, meals, coffee\nbreak, and post-event follow-up)\n\n
● \nFacilitate the distribution of publications and\nmaterials to relevant stakeholders.\n\n
● \nCollaborate with other team members to conduct\nrisk assessment and implement relevant policies and strategies when necessary.\n\n
● \nParticipate in IDC team meetings and provide\ninstitutional support as required.\n\n
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Administration\n\n
● \nOrganise and file relevant project documents,\nincluding contracts, expense receipts, narrative and financial reports, meeting\nminutes and other supporting documentation\n\n
● \nManage an administrative calendar (tracking\ndeadlines and internal/external deliverables)\n\n
● \nSupport relevant audit processes\n\n
● \nHelp maintain the databases updated\n\n
● \nDraft letters, memos and other project-related\ndocuments\n\n
● \nCarry out other administrative and financial\ntasks related to project coordination and operations.\n\n
● \nPerform any other support tasks as assigned by\nthe supervisor.\n\n
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Advocacy and Communications\n\n
● \nParticipate in advocacy and networking meetings\nand events when necessary.\n\n
● \nSupport communication, information requests and\nmaterial dissemination with members, partners and other relevant stakeholders.\n\n
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Finance\n\n
● \nCarry out accounting and financial tasks to\nensure strict expense control and reliable financial summaries and\ndocumentation. This includes tracking monthly expenses, processing and\nverifying expense claims and other relevant finance-related tasks.\n\n
● \nPrepare monthly financial reports (expense\nstatement, budget tracking) to share with the Finance and Administration\nCoordinator.\n\n
● \nAssist in monitoring monthly activities and\npreparing internal and external narrative reports.\n\n
● \nPrepare cost estimates and budgets.\n\n
● \nMaintain communication with IDC's Finance and\nAdministration Coordinator and other members of the accounting team.\n\n
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Planning, Fundraising and\nMonitoring and Evaluation\n\n
● \nSupport fundraising efforts, including\nidentifying potential funders and supporting fundraising efforts.\n\n
● \nSupport the development of work plans for Asia\nPacific team members and record relevant activities, outcomes, and lessons\nlearned.\n\n
● \nAssist in preparing quarterly and annual\nreporting, and relevant donor reports.\n\n
● \nParticipate actively in monitoring, evaluation\nand organisational learning processes, including planning and strategy\nmeetings.\n\n\n\n
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Core Responsibilities\n\n\n\n