**Job Reference Number**:ASEC/2023/CRD/OFR/017**Opening Date**:03/04/2023**Job Title**:Publications Officer - Community Relations Division**Closing Date**:18/04/2023The 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.**Remuneration and Benefits**:**Responsibilities**- Coordinate timely production and distribution of in-house publications- **For CRD publications (ASEAN Annual Report, ASEAN Documents Series, general brochure on ASEAN)**:- Liaise and work with all DSGs, DIRs, and ADRs of each Department to provide contents (for ASEAN Annual Report) or to review list of contents prepared by CRD (for ASEAN Document Series and brochure)- Prepare Specifications Form related to the publications and liaise with FBD and Admin Office for procurement process for publications production- Liaise and work with selected vendor on the design, text lay-out, timeline, draft/dummy, proofread, revised dummies until the final dummy, ready for print.- Prepare and work with National Library of the Republic of Indonesia on ISBN for the publication- Monitoring the printing process and final product.- Filing the PDF format of the publications- Generate content for social media from publications produced by ASEAN- Liaise and work with webmaster to upload the PDF of the publication into ASEAN web and social media (Facebook, Twitter, Scribd)- Liaise and work with TA Creative Design on the design of publications and souvenir items- **For publications of the three pillars**:- Liaise with Users/Requesting Divisions for the publications production- Compile all publication production requests from all Departments- Prepare memo on the publication production requests for SG/OIC's approval- Upon SG/OIC's approval on the requests, liaise and work with each contact person of the division for further administrative arrangements (preparing MSR and specifications form of the publication)- Liaise with FBD and Admin Office for procurement process for publications production- Liaise and work with selected vendors and Users on the design, text lay-out, timeline, draft/dummy, proofread, revised dummy.- Prepare and work with National Library of the Republic of Indonesia on ISBN for the publication- Monitor the printing process and final product.- File the PDF format of the publication- Generate content for social media from publications produced by ASEAN- Liaise and work with webmaster to upload the PDF of the publication into ASEAN web and social media (Facebook, Twitter, Scribd)- Liaise and work with intern and external Requester and Gift Shop Assistant in handling the requests for publications and promotional materials- Manage database or list of publications on yearly basis- List down and update all publications published in the year (with data on month of publishing, ISBN, website Link)- Provide support to Gift Shop operation- Coordinate financial matters related to Gift Shop i.e. budget, MRSs and monthly reports- Check draft of Monthly Report of Souvenir Sales submitted by the Gift Shop Coordinator- Prepare memo from Head of CRD to Head of FBD on the Monthly/Quarterly Report- Submit daily, weekly and monthly cash sales to FBD- Check paper work of the inventory reports- Support the preparation and monitoring of CRD Annual Budget as well as budget for externally-funded projects- Liaise and work with colleagues in the same Division on preparing budget of Travel (SG, DSG of CCAD, DIR of CADD, and CRD staff)- Liaise and work with colleagues intra and inter Divisions/Departments on preparing budget for Publications, Media and Public Events, Souvenirs, Photography and Audio-Visual Matters- Attending ASEAN Budget Committee Meeting- Monitoring of CRD Annual Budget expenses and record of Public and Media Events, Publications, Souvenirs, Photography and Audio-Visual Matters (including filing of all related documents)- Monitoring of externa
