Project Officer for Intra-ASEAN Scholarship Programme

The Project Officer will support the planning, coordination, implementation, monitoring, and reporting of the Bridging Phase of the Intra-ASEAN Scholarship Programme. The role involves coordination with ASEAN Member States, preparation of project and meeting documents, support for roadshows, financial and administrative monitoring, and communication and visibility activities related to the programme.

Responsibilities

• Support the planning, coordination, implementation, monitoring, and reporting of the Bridging Phase in accordance with the approved project proposal, work plan, budget, and relevant ASEAN procedures.
• Prepare and regularly update project timelines, activity trackers, coordination notes, and other project management tools.
• Coordinate with MOHE Malaysia, ASEAN Member States, the RISE Steering Committee, SOM-ED focal points, relevant ASEAN Secretariat divisions, and other stakeholders on project-related matters.
• Support internal coordination, including the preparation of inputs for management updates, internal clearances, coordination meetings, and follow-up actions, as well as related tasks of the Education Team of EYSD from time to time, as may be required.
• Maintain proper project records, including correspondence, activity documents, financial files, reports, presentation materials, and other relevant documents.
• Support the operationalisation and continuing work of the RISE Steering Committee on the Common Space in Southeast Asian Higher Education.
• Support the planning, preparation, coordination, and conduct of the 1st RISE Steering Committee Meeting and related follow-up activities.
• Coordinate with MOHE Malaysia, RISE Steering Committee members and other relevant stakeholders on matters related to the Common Space in Southeast Asian Higher Education.
• Prepare meeting documents and technical materials, including draft agenda, annotated agenda, concept notes, administrative notes, briefing notes, presentations, speeches, talking points, summary records, follow-up notes, and other relevant documents.
• Support the preparation of materials that help advance discussions on the Common Space, including regional cooperation in higher education, mobility, recognition, quality assurance, scholarship cooperation, and related initiatives.
• Prepare logistical, administrative, protocol, and technical arrangements for meetings, consultations, and coordination activities related to the RISE Steering Committee.
• Document key discussions, decisions, and follow-up actions, including the preparation of summary records, meeting reports, and post-meeting updates.
• Monitor and follow up on action points related to the RISE Steering Committee and the Common Space, in close coordination with ASEC-education team, MOHE Malaysia, and relevant stakeholders.
• Support the planning, coordination, and conduct of ASEAN-GEMS roadshows in at least 5 ASEAN Member States.
• Coordinate with participating AMS, MOHE Malaysia, Education Malaysia Global Services, higher education institutions, and other relevant partners.
• Prepare roadshow materials, including concept notes, presentation decks, talking points, speeches, briefing notes, outreach materials, and post-event documentation.
• Ensure that roadshow materials clearly communicate the purpose, value, and practical use of the ASEAN-GEMS Platform in expanding access to scholarship and mobility opportunities across ASEAN.
• Support logistical, administrative, financial, and technical arrangements for the roadshows, including travel, venue, participant, speaker, service provider, and visibility-related coordination.
• Prepare mission reports, activity summaries, and follow-up notes after the roadshows.
• Monitor the Project’s financial status, budget flow, fund utilisation, and expenditures in accordance with the approved budget and relevant ASEAN financial and administrative rules.
• Prepare and coordinate administrative and financial documents, including budget tracking tables, financial updates, procurement-related documents, payment requests, travel documents, and liquidation documents.
• Coordinate with relevant ASEAN Secretariat divisions on procurement, finance, travel, contracting, reporting, and administrative requirements.
• Develop project progress reports, completion reports, financial reports, and other required submissions in accordance with ASEAN project management and reporting requirements.
• Support the preparation of communication and visibility materials related to the Bridging Phase, the Common Space in Southeast Asian Higher Education, and the ASEAN-GEMS Platform.
• Draft or coordinate inputs for social media content, media releases, event summaries, and other communication materials, in coordination with relevant ASEAN Secretariat divisions.
• Maintain project documentation, databases, contact lists, activity files, and knowledge management materials.
• Support the preparation of briefing notes, speeches, remarks, presentations, reports, and other written materials related to ASEAN higher education cooperation, student mobility, scholarship cooperation, and the Common Space in Southeast Asian Higher Education.

Requirements

• Advanced university degree (Master’s or equivalent degree) with academic qualifications in Education, Social Sciences, International Relations, Public Policy, Development Studies, Project Management, Communications, and/or relevant studies; or Bachelor’s degree with at least two (2) years of working experience in the project coordination, programme management, regional cooperation, education, higher education, international development, or related fields.
• Experience in managing or supporting regional or international projects, preferably involving ASEAN, intergovernmental organisations, ministries of education or higher education, universities, scholarship programmes, or development partners.
• Strong project management skills, including work planning, coordination, implementation monitoring, reporting, and follow-up.
• Good understanding of budget monitoring, financial administration, procurement coordination, and project reporting, including the development of progress, completion, and financial reports.
• Strong writing skills, with demonstrated ability to prepare formal reports, briefing notes, concept notes, summary records, speeches, talking points, correspondence, and other official documents.
• Strong presentation skills, including the ability to prepare clear, well-structured, and visually effective presentation decks for high-level meetings, roadshows, and outreach activities.
• Good knowledge of communications and outreach work, including the preparation of promotional materials, social media content, and visibility materials.
• Knowledge of higher education, student mobility, scholarship programmes, ASEAN cooperation, or the Common Space in Southeast Asian Higher Education would be an advantage.
• Excellent command of written and spoken English.
• Strong interpersonal and coordination skills, with the ability to work effectively with diverse stakeholders in a multicultural and regional environment.
• Ability to work independently, manage multiple tasks, meet deadlines, and maintain accuracy under pressure.

Skills

• Project Management
• Work Planning
• Implementation Monitoring
• Project Reporting
• Budget Monitoring
• Finance Administration
• Procurement Coordination
• Report Writing
• Briefing Note Preparation
• Concept Note Formulation
• Presentation Skills
• Communication and Outreach
• Promotional Material Preparation
• Social Media Content Creation
• Visibility Materials Development
• Regional Cooperation
• Higher Education Knowledge
• Scholarship Programme Management
• Stakeholder Coordination
• Multicultural Environment Experience

Languages

English