The Programme for Energy Efficiency in Buildings (PEEB) was launched at COP22 by Germany and France with support from the Global Alliance for Buildings and Construction (GlobalABC), and is implemented by Agence Française de Développement (AFD), Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ), and Agence de l’Environnement et de la Maîtrise de l’Energie (ADEME). While PEEB’s scope expanded in 2023 with new subprogrammes PEEB Cool and PEEB Med, these do not focus on Southeast Asia. The PEEB-ASEAN programme has evolved beyond initial exploratory discussions, culminating in the development of specific projects aimed at enhancing energy efficiency in the building.
The tailored approach of PEEB-ASEAN directly aligns with the commitment of ASEAN member states to enhance energy efficiency as outlined in various regional policies and frameworks, such as the ASEAN Plan of Action for Energy Cooperation (APAEC) 2016-2025, which emphasises the importance of sustainable building practices and regional cooperation in energy efficiency initiatives. Through the PEEB-ASEAN initiative, substantial progress is anticipated in the attainment of both national and regional energy efficiency targets, thereby contributing to overall sustainable development across the ASEAN region.
Therefore, ACE is seeking a Project Administration and Finance Officer to support the project activities.
POSITION IDENTIFICATIONS
Job Title: Project Administration and Finance Officer of PEEB ASEAN
Level: Administration
Department: Corporate Affairs (CA) Department
Reporting To: Manager of CA
DUTIES AND RESPONSIBILITIES
The Project Administration and Finance Officer will operate within a matrix management structure.
- Project supervision: The officer will report directly to the Programme Manager of the PEEB-ASEAN Programme for the overall planning, implementation, coordination, and delivery of project-related activities.
- Functional supervision: The officer will also report to the Manager of Corporate Affairs to ensure alignment with ACE’s internal financial controls, system, and administrative procedures.
Under the supervision of the Programme Manager, Manager of Corporate Affairs, and Senior Officer of Finance, the Officer will be responsible for the following tasks:
- Financial and Administrative Management
- Manage accounting systems, general ledger, payroll calculation, time sheet, and bank reconciliation.
- Ensure compliance with both ACE Rules and Procedures and project-specific financial rules (e.g., cost eligibility, procurement threshold, audit trails).
- Ensure all financial records, contracts, and supporting documentation are well organised and accessible for external audits.
- Prepare monthly, quarterly, and annual financial reports.
- Assist in the annual project’s financial audit with the external auditor.
- Maintain accurate documentation for financial transactions.
- Coordinate annual budgeting
- Project Implementation Support
- Assist the programme manager in executing project work plans and budgets.
- Provide financial documentation for project disbursements.
- Support financial reporting to the project’s donor (AFD)
- Ensure alignment of project spending with the approved budgets.
- Support the financial review and documentation of procurement processes, consultant contracts, and service agreements with vendors in accordance with ACE Rules and Procedures and project guidelines.
- Coordination and Monitoring
- Coordinate with relevant projects, departments, and staff within ACE to ensure the officer’s main tasks are delivered.
- Support ACE annual general audit.
- Track project disbursement and project expenditures to ensure its alignment with the cash flow plan.
- Support the monitoring and evaluation of the projects.
- Ensure timely communication with the project’s donor and project stakeholders.
- Identify and flag financial or administrative risks and propose mitigation measures.
- Assist in preparing cash flow forecasts to ensure the funding availability for project implementation
- Other Responsibilities
- Provide financial and administrative support to other ACE projects as assigned by the Manager of Corporate Affairs, in line with ACE’s organisational needs and priorities.
QUALIFICATIONS
- Bachelor’s degree in accounting, administration, management, or another appropriate specialist discipline. A Master’s degree is an advantage.
- At least of four (4) years’ experience in accounting and financial administration, preferably in donor-funded projects, international organisations, development banks, or
as an auditor/consultant. - Demonstrated ability to carry out accounting functions and tasks.
- Excellent financial, accounting including budgeting, auditing, and reporting skills as well as exposure in the administration of projects.
- Proficiency in financial software systems such as Microsoft Dynamics Business Central, ACCURATE, QuickBooks, SAP, or similar platforms is highly desirable.
- Strong command of Microsoft Excel and any other Microsoft Office, including use of formulas, pivot tables, and financial reporting templates.
- Familiarity with donor financial reporting requirements and standards, particularly from institutions such as the EU, GIZ, or AFD, is an advantage.
PERSONAL COMPETENCY
- Teamwork, action-oriented, problem-solving, analytical, and creative thinking.
- Ability to work accurately, pay attention to detail and meet deadlines, as well as organise work efficiently and deal simultaneously with a wide variety of tasks.
- Excellent interpersonal attributes including sensitivity, sound, and strong organisational and leadership capability, able to work effectively and efficiently in a multicultural environment.
- Promote open reporting culture, that is transparent, compliant, and having integrity.
- Excellent command of written and spoken English.
HOW TO APPLY
Read more information at https://aseanenergy.org/vacancies/ and click “Apply Now” or directly submit at https://www.ace.aseanenergy.org/employment-application-form by 20 July 2025 at the latest.
The Selection Committee’s decision is final, and only shortlisted candidates will be notified.
