Job Description

THE ASEAN SECRETARIAT
INVITES ASEAN NATIONALS TO APPLY

FOR THE FOLLOWING VACANCY

SENIOR OFFICER KNOWLEDGE MANAGEMENT



Background

The Association of Southeast Asian Nations (ASEAN) was founded in 1967 with the purpose of promoting

regional cooperation in Southeast Asia, in the spirit of equality and partnership and thereby contribute

towards peace, progress and prosperity in the region. ASEAN comprises ten (10) countries in Southeast

Asia. It was proclaimed a Community through the “Kuala Lumpur Declaration on ASEAN 2025: Forging

Ahead Together”, signed by the ASEAN Leaders during their 27th Summit 2015. The ASEAN Community

Vision 2025 calls for the ASEAN Community in forging ahead together, and to work towards building a

community that is politically cohesive, economically integrated and socially responsible.

The ASEAN Secretariat was established in 1976 by the Foreign Minister of ASEAN with basic functions

of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation

of ASEAN projects and activities. It is also envisioned to be the nerve centre of a strong and confident

ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best

interest of its people. The ASEAN Secretariat (ASEC) is also the delegated central reposition of ASEAN

documents. To effectively and efficiently retrieve, share and distribute information/knowledge to both

internal and external stakeholders, ASEC has established Knowledge and Document Management

System and Knowledge Management Team. The ASEAN Secretariat is inviting qualified ASEAN

Nationals to apply for the position of Senior Officer Knowledge Management.

Duties and Responsibility:

The Senior Officer is part of the Knowledge Management (KM) Team and reports directly to Director of

Corporate Affairs Directorate (CAD). He/she will be responsible for the following duties:

1. Corporate Knowledge Management

Conduct inventory of ASEC existing information artefacts and quality control of contents in

Knowledge and Document Management System (KDMS).

Manage day-to-day operations of KDMS including approving and publishing validated

documents and contents into the system.

Develop an organisation-wide knowledge management strategy including systems for

capturing, organising and developing information and contents from ASEC KM Key sponsors.

Develop and implement ASEC Guideline on taxonomy and metadata schemas.

Translate user needs to knowledge requirements, capture and codify tacit knowledge.

Create and implement effective organisational tools for evaluating, assessing and

communicating knowledge sharing and utilization of KDMS.

Develop and oversee implementation of strategies to foster knowledge sharing.

Provide substantive and managerial leadership to KM Team.

Prepare annual work plan for KM Team and ensure the key performance objectives are fully

achieved.

Develop and execute overall knowledge management strategy including transforming

information into tacit knowledge that can be required by users.

Analyzing the effectiveness of the KDMS by observing and monitoring its usage, and evaluate

its impact in terms of the organizational benefits.

Collate and disseminate information from external parties and regular review of information and

data received from KM Key sponsors.

2. Promoting Knowledge sharing across ASEC

Design incentive and promote culture of knowledge sharing culture among ASEC Staff

Members.

Collate, analyse and provide robust and detailed information to improve existing services.

Contribute to the work of the KM Functional team by supporting and advising the team on how

to develop and maintain an efficient submission/request for submission of contents.

Be the focal point of contact for ASEC KM related matters and interact with the Staff Members

and external parties.

Utilize the available information/resources to design a KM training module for Staff Members

and external users.

Keep abreast of new developments in KM field, and further strengthen ASEC KM framework

and KDMS.

Support the Staff Members with their KM learning initiatives and development goals.

Collaborate with HR Team in design and implementing learning activities.

Manage knowledge-sharing events.

3. Policy and procedure development

Develop and manage knowledge distribution policies.

Coordinate closely with ASEC Key Sponsors and provide up to date KM tools and information.

Develop guideline on indexing, taxonomy framework and content management.

4. Perform other related duties as assigned by the Director of Corporate Affairs and/or Deputy

Secretary-General of ASEAN for Community & Corporate Affairs (DSG CCAD).

Qualifications and experience:

Advanced or Bachelor degree in knowledge/information management, communication, information

technology, learning and development, or other relevant discipline with a concentration on how to fuse

together the people, the content, the technology and the process to facilitate learning in an

organization.

At least 3 years with advanced degree, or 5 years with bachelor degree of progressively responsive,

professional-level experience in knowledge management, organizational learning, and other relevant

experience.

Extensive hands-on, with proven experience in delivering results on knowledge management and/or

organizational learning activities.

Work experience with international organizational or governmental that has a well-established KM

system and policy.

Experience in leading the design and development of an enterprise taxonomy.

Understanding of text analytics to analyze unstructured qualitative information.

Sound knowledge and understanding of explicit and tacit knowledge.

Have proven knowledge on taxonomy construction, search metadata analysis, etc.

Good analyzing skills and ability to tackle critical situations.

Experience in project management, web content management.

Demonstrated knowledge and experience in handling different types of KM systems/tools, and/or web

content management.

A good team player and experience in managing a team.

Ability to write well with the objective of communicating complex ideas and problems to non-expert

audiences.

Good communications and interpersonal skills, including written, verbal presentation, and facilitation

skills applied within multi-cultural settings.

Excellent written and verbal communication skills in English.

Experience working with statistical packages such as R, Stata, SPSS is an added advantage.

Remuneration and Benefits:

Successful candidate will be offered a basic salary of USD 3,385 and an attractive remuneration package

including housing, outpatient medical reimbursement, hospitalisation & life insurance, children’s

education and gratuity. Subject to good performance during the probation, the candidate will be offered

a fixed term contract of three (3) years, inclusive of the six-month probationary period.

How to apply:

Send your application to asean.hr@asean.org highlighting your suitability and potential contribution to

the position together with a detailed CV, certified true copies of educational certificates and

transcript for Bachelor and Master degree, including PhD (if any), and complete ASEC

Employment Application Form attached with recent photograph. Applications sent without ALL the

documents mentioned above will NOT be considered.

Please indicate on the subject heading: Application for Senior Officer Knowledge Management.

Application documents should reach the ASEAN Secretariat by 11 November 2021. The Selection

Committee’s decision is final and only shortlisted candidates will be notified.