Associate Programme Officer - Stakeholder Engagement, Partnerships and Events

The Associate Programme Officer will support the planning, coordination, and implementation of programme activities and events for the Regional Support Office of the Bali Process. The role includes event logistics, research, monitoring, reporting, stakeholder engagement, and administrative support to ensure effective programme delivery.

Responsibilities

• Support Event Execution: Assist in the planning, coordination, and day-to-day implementation of RSO programme activities and events
• Coordinate Event Logistics: Handle administrative and logistical arrangements for workshops, meetings, and trainings, including managing participant lists, travel, and meeting documentation
• Prepare Meeting Outputs: Take meeting notes and support the preparation of presentation slide decks, briefing materials, and other documentation as required
• Process Procurement Tasks: Support procurement and contractual workflows by assembling required documentation and acting as a point of contact for vendors and service providers, as needed and required
• Maintain Tracking Tools: Keep programme records, databases, and tracking tools up to date to ensure accurate progress monitoring and reporting
• Prepare Briefing Materials: Conduct desk research to draft initial background notes, briefing points, meeting summaries, and routine reports
• Support Research and Publications: Provide coordination and administrative support for the development, publication, and dissemination of RSO research reports, guidance documents, and other knowledge products
• Assist with M&E Data: Collect and compile data on programme outputs and results to support overall monitoring, evaluation, and reporting frameworks
• File & Information Management: Maintain organized physical and digital programme files, archiving knowledge resources and project documentation systematically
• Organize Consultations: Assist in organizing meetings and technical exchanges, including distributing agendas, assembling meeting packages, and taking detailed minutes
• Manage Action Follow-Ups: Draft routine correspondence and systematically follow up with internal and external parties on agreed action points
• Contribute to Outreach: Draft initial website updates, newsletter text, and social media material for review, coordinating closely with the Communications and Engagement team
• Participate in Cross-Team Efforts: Provide administrative or operational support to broader organizational initiatives and cross-functional teams as required
• Uphold Institutional Integrity: Represent the RSO professionally at all times, demonstrating a high level of ethics, accountability, and personal integrity

Requirements

• University degree from an accredited academic institution
• Relevant professional experience in the thematic area of choice and providing operational, administrative, or project support is highly desirable
• Experience working with international organizations in a similar function is an advantage
• Experience organising, supporting and running events; training and facilitation is a strong asset
• Excellent drafting and formulation skills
• Ability to work in a multi-cultural environment, with a strong capacity for teamwork
• Excellent organisational and time management skills and a demonstrated ability to work independently
• Ability to perform a variety of administrative tasks
• Demonstrated professionalism, integrity, and respect in working with colleagues, partners, and stakeholders from diverse cultural and professional backgrounds
• Excellent written and spoken English is required
• Proficiency in one or more official languages of Bali Process Member States is an asset

Skills

• Event Organization
• Training Facilitation
• Stakeholder Engagement
• Programme Coordination
• Administrative Support
• Report Writing
• Research
• Time Management
• Drafting Skills
• Multi-cultural Team Collaboration

Languages

English