POSITION TITLE: Executive Associate (Non-core)
DEPARTMENT: Office of the Executive Director
DURATION OF CONTRACT: One year (renewable)
DUTY STATION: Los Baños, Laguna, Philippines
REPORTING TO: Executive Officer, Office of the Executive Director
TERMS OF REFERENCE
A. BACKGROUND
The ASEAN Centre for Biodiversity (ACB), established in 2005, is ASEAN’s response to the challenge of biodiversity loss. It is an intergovernmental organisation that facilitates cooperation and coordination among the 10 ASEAN Member States (AMS) and with 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 natural treasures.
The ACB is looking for dynamic, innovative and committed candidates for the position of Executive Associate who will be accountable to the Executive Officer.
B. SCOPE OF DUTIES
As part of the administrative support group of the Office of the Executive Director (OED), the Executive Associate shall work under the supervision of the Executive Officer and in coordination with the Technical Officer . Specifically, the Executive Associate shall perform the following functions:
- Communication
1.1. Receive and log incoming and outgoing communications;
1.2. Forward all communications to the Executive Officer for appropriate action;
1.3. Assist the Executive Officer in drafting communications assigned to him/her; and
1.4. Send out communications to the AMS and other partners upon instructions from the Executive Officer and the Technical Officer. - Administrative Support
2.1 Receive and log incoming and outgoing documents;
2.2 Log and distribute special orders, memorandum circulars and other documents for internal information;
2.3 Assist the EO in the preparation and processing of all travel-related documents of the OED staff; and
2.4 Coordinate with other staff as required. - Records Management:
3.1. Organise and maintain documents, data, and files including their recording and safekeeping, both digital and printed copies, of the Office of the Executive Director;
3.2. Collect and curate all historical information related to ASEAN and international meetings attended by the ACB; and
3.3. Support logistical requirements of the OED. - Performs other related tasks as may be assigned by the supervisor/s from time to time.
C. QUALIFICATIONS
Education and Work Experience
● Bachelor’s degree in Communication, Management, or related field of study; or
● Non-related Bachelor’s Degree with at least three (3) years of related work experience
● At least two (2) years of work experience in communication support, administrative support, and records management in a multicultural environment
Skills
● Well-organised with excellent multi-tasking abilities
● Excellent communication and organisation skills
● Keen to details
● Proficient in Microsoft Office
● Strong interpersonal skills
Other Preference
● Experience in the cataloguing of documents is preferred.
Nationality
● Must be a citizen of the Philippines
D. COMPETENCY REQUIREMENTS
Core Values
● Strong work ethics, professionalism, and respect for diversity
● Integrity and transparency
● Prudence, dependability, and accountability
● Cultural, gender, religion, race, nationality and age sensitivity and adaptability
● Treats all people fairly
Core Competencies
● Communication, teamwork, planning and organising, problem-solving, commitment to
continuous learning and technological awareness
E. APPLICATION PROCEDURE
Applicants should prepare the following and send all to acb.hr@aseanbiodiversity.org:
- 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 Acting Executive Director Clarissa C. Arida. JP 2025-14 Executive Associate should be indicated in the aforesaid letter.
- Updated curriculum vitae, diploma, or transcript of records
- A completed Job Application Form (which can be downloaded here)
The deadline for submission of completed applications is on 1 May 2025. 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 fees) 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.
