Prcedure and Guidelines The ASEAN Fundatin Student Internship Prgramme I. Backgrund The ASEAN Fundatin Student Internship Prgramme is an unpaid internship prgramme that aims t prvide undergraduate and graduate students a practical experience wrking in an ASEAN rganisatin. The ASEAN Fundatin can benefit frm having qualified students t supprt its current peratinal needs. Fr the interns, they will learn abut the wrk f the ASEAN Fundatin supprting the ASEAN cmmunity building prcess and gain a better understanding n the nature and dynamics f ASEAN cperatin. The Prgramme is als a valuable utreach tl t prmte ASEAN awareness and student mbility in the ASEAN regin. II. Call fr Applicatin The ASEAN Fundatin will pst the required intern s assignment, i.e. TOR n its website fr interested students t apply. Nrmally, the assignments are t supprt the prgramme, peratins, and cmmunicatin wrks f the ASEAN Fundatin. The applicatin will be cnsidered accrding t the pririties f the ASEAN Fundatin: 1) Relevance f the applicant s academic qualificatins 2) Relevant skills and ability t cntribute 3) Mtivatin and willingness t wrk hard III. Eligibility As a minimum requirement, applicants must: 1) Be an ASEAN natinal r hlding a natinality f the ASEAN dialgue/develpment/sectral partners. 2) Be enrlled in a full-time university prgramme at the time f the applicatin and during the internship. 3) Be currently enrlled in a pst-graduate degree prgramme, r in the third/final year f an undergraduate degree prgramme. 4) Be fluent in the English Language by pssessing an verall scre f 6.5 in the IELTS r an verall scre f 79 in TOEFL ibt. Knwledge f any ASEAN language is cnsidered an asset. 5) Be cmputer literate. 1
IV. Assignment and Duratin Assignment may vary in length and tasks, depending n availability, skills and academic requirements, as well as the needs f the ASEAN Fundatin. Internships are full time nly (8 hurs/day and 5 days/week), and last fr between a minimum f ten (10) weeks and a maximum f six (6) mnths. The Internship Cntract shall be issued t stipulate the length f perid, its terms f reference and the supervisr s name. In the past vlunteer interns have been assigned t varius tasks including: - Perfrming backgrund research and undertaking research supprt fr prpsal develpment - Supprting tasks related t financial management, human resurce administratin, prcurement prcess and administratin arrangement - Assisting rganisatinal crdinatin (liaisn with participants, etc.) and lgistical arrangements (meeting and travel arrangements, etc.) - Maintaining databases - Assisting with the preparatin and review f publicatins/plicy briefs/presentatins and nte-taking at meetings - Helping with the drafting and editing f cntent infrmatin fr the website - Cntributing t the develpment f printed cmmunicatin materials, including editing images/phts and layut - Cllating media cverage and website statistics and assisting in analysis. V. Cnditins The student intern will nt be paid by the ASEAN Fundatin and will nt be cnsidered a staff member. All expenses cnnected with the internship, such as travel t the ASEAN Fundatin, accmmdatin and living allwances in Jakarta, are the respnsibility f the student intern r the spnsring institutin. The student intern is respnsible fr btaining any necessary visas. The ASEAN Fundatin will nt accept any respnsibility fr csts arising frm accidents and/r illness incurred during an internship and the student intern, therefre, shuld have a health insurance cverage. Prf f medical cverage must be prvided befre the internship cmmences. There is n expectancy f emplyment at the end f the internship. The student intern undertakes t cnduct himself/herself at all times in a manner cmpatible with his/her respnsibilities. The student intern must keep cnfidential any and all unpublished infrmatin made knwn during the curse f the internship and nt publish any reprts r paper n the basis f infrmatin btained except with the authrisatin f the ASEAN Fundatin The student intern will prvide written ntice in case f illness r ther unavidable circumstances which might prevent him/her frm fulfilling the internship. VI. Internship Perfrmance and Quality Management A supervisr will be assigned t supervise and mnitr the wrk f the student intern. There will be regular review meetings t discuss wrk prgress as well as challenges and cncerns that the student intern, faces. 2
Mre specific wrk bjectives will be jintly develped by bth the supervisr and the student intern at the utset f the internship t ensure that the internship bjectives and expectatins can be mnitred and achieved. The supervisr will prvide relevant supprt fr the student intern in reviewing their internship reprt fr the university. In the case where such a reprt is nt required by the university, the student intern will be requested t develp a persnal reflectin paper f 2 pages laying ut the lessns they have learnt thrughut the curse f the internship and the wrk bjectives delivered. At the clsure f the internship, an evaluatin frm will be administered tgether with an exit interview t take place between the student intern and the supervisr as well as the Executive Directr f the ASEAN Fundatin. The interview aims at gathering insights frm each ther regarding the internship s results and utcmes and suggested areas f imprvement. These will be used as reference fr future imprvement in the Fundatin s rganisatinal wrks, including the internship prgramme. The ASEAN Fundatin will prvide a letter f recmmendatin t the student intern fr the cmpleting the internship, if needed by the intern. In additin, the ASEAN Fundatin will allcate the student intern with a wrkplace, cmputer, email accunt and access t nn-sensitive dcuments in rder fr the student intern t have a cnducive envirnment t wrk. VII. Applicatin Prcess Currently, the ASEAN Fundatin has an understanding with the Faculty f Ecnmics and Business, Universiti Brunei Darussalam in Brunei Darusalam, BINUS University in Indnesia, Asia-Eurpe Institute, Universiti Malaya in Malaysia and sn t be, Universitas Indnesia. Hence, candidates applying fr a student internship at the ASEAN Fundatin must submit their applicatins t their respective University Liaisn Officers at the Student Affairs Officer. The university liaisn fficers will pre-select and shrt-list the candidates based n the Terms f Reference (TOR) and ther dcumentatin (described belw) befre recmmending the ptential student intern t the ASEAN Fundatin fr interview. The ASEAN Fundatin will select the candidates after an interview prcess. Separately, students can apply independently. These students will be assessed based n them meeting the Terms f Reference (TOR) as well as receipt f ther dcumentatin befre shrtlisting. There will be an interview befre the assignment is ffered t the student intern. The student will be required t send a letter f endrsement frm his/her educatinal institutin, attesting t the fact that he/she is currently a registered student and will cntinue t be enrlled fr the envisaged perid f the internship. A letter frm any ne f the fllwing persnnel is suggested: Dean f Students r Dean f Faculty Registrar Placement Office Applicants shuld cmplete the applicatin frm (template prvided) and prvide a maximum 2 page letter highlighting their mtivatin/interests, suitability and ptential cntributin t the ASEAN Fundatin tgether with certified cpies f transcripts. 3
VIII. Applicatin Schedule Mid-June XXXX Late May XXXX Late April t Mid-May XXX March XXXX February XXXX Mid-September XXXX Late August XXXX Late July t Mid-August XXXX June XXXX May XXXX Mid- January XXXX Late Nvember XXXX Late Octber t Mid-Nvember XXXX September XXXX August XXXX Paperwrk fr visa applicatin by vlunteer intern Paperwrk fr visa applicatin by vlunteer intern Paperwrk fr visa applicatin by vlunteer intern Nte: The schedule has been develped based n the experience f the ASEAN Fundatin receiving requests frm students. IX. Cntact: Finance and Administratin Unit ASEAN Fundatin 2 Jl Sam Ratulangi Menteng, Jakarta 10350 Indnesia Fax: 62-21 3192 6078 Email: secretariat@aseanfundatin.rg Web: http://www.aseanfundatin.rg FB: www.facebk.cm/aseanfundatin X. Useful Infrmatin Prir t a Vlunteer Intern s Arrival Required Dcuments Medical Certificate The ASEAN Fundatin requires a dcument frm a dctr stating that the student intern is gd health and fit t wrk. Health Insurance Plan A Health Insurance Plan which cvers the student intern fr the entire duratin f the internship with the ASEAN Fundatin. The ASEAN Fundatin will nt accept any respnsibility fr csts arising frm accidents and/r illness incurred during the internship. The prf f insurance des nt require a specific frmat but preferably in English. 4
Visa Student interns are persnally respnsible fr btaining necessary visas fr their stay in Indnesia. The student intern will need t check the visa requirements and the prcedures with the apprpriate Embassy/Cnsulate. It is the student intern wn respnsibility t btain a valid visa. Husing The ASEAN Fundatin can prvide a list f accmmdatin arund the ffice as reference. Expenses The student intern has t make sure that s/he has sufficient funds that can supprt him r her thrughut the internship. A budget fr mnthly expenses between IDR 2-3 millin fr accmmdatin and IDR 5 millin fr living allwance are recmmended. Getting t the ASEAN Fundatin On the first day f the assignment, the student intern shall reprt t the supervisr indicated in the Internship Cntract (befre it is called SSA (Special Service Agreement). The student intern shall check the Internship Cntract fr the specific time and the name f the persn s/he will be meeting with. XI. Annex a) ASEAN Fundatin Applicatin Frm fr Internship 5