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Communication and Information Systems for the Control of Avian Influenza (CISCAI)
Background
The CISCAI initiative is an integrated Information and Communications Technology (ICT) project focussing on addressing the information and communications needs in addressing the Avian Influenza problem covering two confirmed sets of pilot sites in Lao PDR and Viet Nam with the possibility of an additional site in Indonesia in the near future, and with a technical backstopping team based in Bangkok, Thailand. The project is made up of a number of ICT-related activities which will be implemented in consultations with ASEAN senior officials and experts. The project will also run a number of training courses and desktop exercises for the two to three country teams. These activities will help evolve an integrated information and communication system which will monitor human and animal health in these countries. The system will deploy customized software and databases as one component of national preventive programmes against animal-borne diseases. The hardware component of the project will equip the pilot sites with communication and information links to manage any disease outbreaks. The immediate priority of the project is to meet the needs of national authorities who are managing risks posed by avian flu. The long-term objective is to gradually build upon the prototype system to cover a number of other animal-borne diseases. The project will be driven by multi-disciplinary country teams comprising expertise pertinent to the successful management of the challenges being addressed. They range from epidemiologists and social scientists to agricultural extension workers and geographical information system specialists.
The CISCAI project is an initiative of the ASEAN Foundation. The Foundation was established in 1997 by the 10 ASEAN Member Countries to boost ASEAN’s efforts to promote socio-cultural cooperation with a view of building a brighter future for the peoples within the Southeast Asia region. Its activities are being implemented across ASEAN in collaboration with national and international partners from within and outside the region. The CISCAI project will start in January 2008 for a three-year duration with the establishment of a Project Coordination Unit which will be based at the ASEAN Foundation Secretariat in Jakarta, Indonesia.
The CISCAI project now wishes to recruit suitably qualified nationals of ASEAN Member Countries* for the following positions:-
Terms of Reference for the Project Coordinator
Scope of work
The Project Coordinator is a regional expert who will have overall responsibility for implementing the project and achieving its goals and outputs. S/he will work under the guidance of the Executive Director of the ASEAN Foundation, and head the Project Coordination Unit (PCU). The Project Coordinator will facilitate project activities in a participatory and multi-disciplinary manner and in the ASEAN spirit of cooperation. His/her primary responsibilities are the following:
- Provide tactical and strategic leadership to the entire project.
- Ensure smooth implementation of the project in accordance with the project document and ASEAN Foundation procedures.
- Ensure that the project activities undertaken by the country teams are implemented on schedule and to backstop the teams as required.
- Organize and facilitate all regional meetings, training courses, and online consultations.
- Coordinate and supervise PCU staff, consultants, trainers, and vendors.
- Assume overall responsibility for the management of the project budget and the use of its funds.
- Plan and coordinate the monitoring and evaluation of all national and regional project activities including the preparation of annual project progress reports and financial statements.
- Assume overall responsibility for the documentation of all project experimentation and activities (including the archiving of prototype material and outputs, and all technical data gathered by the country teams and consultants) so that the lessons learnt by the project may be shared within the region through the publication of technical monographs.
- Foster and establish links with relevant national and international groups within and beyond ASEAN to ensure that lessons learnt from the project may be disseminated effectively and to prepare the ground for up-scaling the deployment of systems developed after the pilot phase, once proven to be satisfactory.
Qualifications and work experiences
The candidate should possess at least twenty years of project management experience in an international and multi-disciplinary setting; ideally with exposure to the health, agriculture, and information and communication sectors. S/he should be familiar with participatory types of methodologies. The candidate should also possess proven coordination and facilitation skills and be able to work effectively with senior policy makers and technologists especially within the ASEAN context and be well acquainted with ASEAN Foundation procedures. S/he should be fluent in English and have computer literacy skills.
Terms of Reference for the Project Systems Administrator
Scope of work
The Project Systems Administrator will be responsible for installing, supporting, securing and maintaining the computer and wireless network systems used by all members of the CISCAI project. A crucial part of his/her work is in helping users solve problems encountered in the usage of the systems. She/he will work under the guidance of the Project Coordinator and his/her primary responsibilities are the following:
- Collaborate closely with the Project Coordinator in designing systems and project networking processes that meet the long-term needs of the CISCAI country teams, consultants and members of the Project Coordination Unit (PCU) in communicating effectively with each other, sharing work experiences, and archiving research results and outputs, including GIS databases and field-test data.
- Install and configure the above systems and train all members of the CISCAI project in their use.
- Provide technical support to all users of the systems and networking processes including the troubleshooting of reported problems.
- Conduct routine audits of the systems and applications including tuning the performance of the systems.
- Assume overall responsibility for the security of all systems including applying pertinent operating systems and software updates.
- Document configuration of the systems and all changes and updates made to them.
- Perform regular backups of the systems and ensuring that the information and data backed up are securely stored offsite to enable effective recovery of the systems when required.
- Manage an online database that will collect and make available to interested ASEAN groups the technical data and software created by the project.
- Assist the Project Coordinator in the preparation of correspondence, reports, minutes and other documents, as required.
Qualifications and work experiences
The candidate should have a strong background in information system management, preferably with at least 5-10 years working experience. S/he should have good people relationship skills and be able to introduce applications and networking processes to users from different ASEAN countries who may be new to the use of ICT. S/he should also be fluent in English and able to work effectively online in a multi-cultural setting.
The ideal candidate should have a good grasp of computer security for Internet-facing mission-critical systems. Prior knowledge about the management of GIS and other databases would be an asset.
Terms of Reference for the Project Assistant
Scope of work
The Project Assistant will be responsible for administrative procedures at the Project Coordination Unit (PCU). S/he will work under the guidance of the Project Coordinator. His/her primary responsibilities are the following:
- Work closely with the Project Coordinator and the relevant ASEAN Foundation staff in preparing an administration, financial and accounting manual for the project and setting up proper filing and documentation systems that meet the requirements of the manual.
- Assume overall responsibility for managing the documentation and filing system and maintaining a proper inventory of project equipment and supplies.
- Maintain regularly updated financial records and supporting documents, including proposals by vendors, quotations, contracts, purchase orders, delivery orders, invoices and receipts, for review by the Project Coordinator, representatives of the funding organization(s), and appointed auditors.
- Liaise with project administrators of the country project teams to ensure that they submit their technical and financial reports on schedule.
- Assume overall responsibility for preparing the financial statements for the project.
- Assist the Project Coordinator in organizing meetings and training events by arranging the venue, travel, accommodation and other related requirements.
- Arrange the travel, visa applications, and government clearances of PCU staff, consultants and project partners/participants.
- Assist the Project Coordinator in the preparation of correspondence, briefing documents, minutes of meetings, project progress reports and financial statements for submission to the ASEAN Foundation and other relevant parties.
Qualifications and work experiences
The candidate should have at least five years of administrative and secretarial experience in an international work setting and be willing and able to work independently and under pressure during peak periods of the project’s work schedule. S/he should possess advanced computer skills for spreadsheet, word-processing, database-building, and Internet-based communication applications. The Project Assistant should be fluent in English and knowledgeable in basic accounting and financial software applications.
Application Procedure
Please submit application indicating position applied for in a covering letter with detailed resume and recent photo via either email or the post to the following address by 18 January 2008:
Recruitment - CISCAI
ASEAN Foundation
2 Jalan Sam Ratulangi
Menteng
Jakarta 10350
Indonesia
Email: recruitment@aseanfoundation.org
* Brunei Darussalam, Cambodia, Indonesia, Laos, Malaysia, Myanmar, Philippines, Singapore, Thailand, and Viet Nam.
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