RECRUITMENT NOTICE
Role: Administrative Associate
Level of Effort: Full-time employee
Reports to: Project Manager
Base: Jakarta, Indonesia
About the Company
The Institute for Development Impact (I4DI) is an international sustainability company that offers advisory services that leverage technology to improve how people and organizations make evidence-based decisions that benefit our planet and society. Passionate about the sustainable development of our world, our vision is a planet and society where every living thing has an opportunity to thrive. To bring this vision to life, our diverse team builds partnerships and develops innovative technology systems, services, and products to tackle some of the world's largest challenges. Our people embrace systems thinking and the continuous learning required to provide for the world in which we want to live. Our practice, learning, and innovation is centered around four Focus Areas: Monitoring, Evaluation and Learning (MEL), Urban Development, Sustainability and Climate, and Impact Technology.
Our values guide all our actions. We are mindful of the importance of the work we do and the effect it has on people's lives. We are responsible and accountable to ourselves and those we serve to deliver locally driven solutions that will advance the equity and sustainability of our planet and society. We do all our work intentionally with the purpose of improving practice or results.
About the Position
I4DI seeks Administrative Associate to support the company's growing portfolio of work in Indonesia. The Administrative Associate will support components of I4DI's donor-funded programming and business development efforts for international donor and private sector clients. Upon hiring, the Administrative Associate will support the following programs in I4DI's portfolio:
The Administrative Associate will provide consistent and timely support to I4DI's Cooperative Agreement with USAID and Mars. Inc Advancing Agroforestry Towards Income, Value, and Environmental Sustainability (ACTIVE) activity aimed at scaling the evidence-based agroforestry practices built to advance climate-resilient practices, increase smallholder farmer income, and ensure high-quality cocoa supply in South and Southeast Sulawesi. The Administrative Associate will provide consistent and timely support to the ACTIVE team to ensure logistical, operations, and programmatic support to the project. S/he will prepare and organize all relevant project documentation, support technical aspects of program design and implementation if needed, and support other team members in a variety of administrative, financial, and operating procedures.
The Administrative Associate will provide logistical support to I4DI's efforts under the USAID/ Green Cities program, supporting USAID and BAPPENAS conceptualize and design Indonesia's new capital city. Under this activity, the Administrative Associate will serve as the I4DI presence in Indonesia, supporting HQ and local consultants to coordinate logistics for travel, local meetings, and onboarding support for experts.
As required by I4DI HQ, the Administrative Associate will support new business development efforts in Indonesia. This may include research, identification of local partners, coordinating logistics, reporting, and writing for proposal efforts.
Roles & Responsibilities
Provide logistical, operations, and administrative support to I4DI project members, and contribute drafting of relevant programmatic documents and reports.
Demonstrate solid knowledge of all administrative, financial systems, and operating procedures.
Collect, review, and process all relevant project-related documentation including invoices, ensuring all the files and transactions are compliant, properly documented and methodically organized.
Support technical aspects of program design and implementation when needed.
Coordinate technical visits, travel authorizations, expense reports, payments, and contract agreements to support implementation of the project.
Assist with the preparation, tracking, and realignment of the project budget.
Participate in developing, reviewing, and tracking progress of project's working plans and making sure they are compliant with internal policies and procedures, as well as client's rules and regulations.
Support the ACTIVE team to meet contractual obligations and fiscal targets and ensure program compliance with client and I4DI's administrative, financial, procurement and operational procedures.
Maintains reports, documentation, and operational or procedural manuals.
Drafting weekly meeting agendas, tracking tasks, maintaining calendars and deadline reminders.
Participate in training of project staff on company policies, procedures, and guidelines, as well as client rules and regulations (security, health and safety issues, risk management, monitoring, finance, procurement, logistics, etc.
Assists in the orientation/training of new administrative/support staff.
Performs other related duties as assigned.
Required Experience and Skills
Bachelor's degree in Business Administration, or relevant field.
Three (3) to seven (7) years of experience in project management, finance, business; demonstrated administrative support experience.
Familiarity with USAID rules and regulations.
Extensive experience in managing payments and expenditures.
Comprehensive working knowledge of Google suite.
Ability to coordinate well with personnel within and outside the project and work well with minimal supervision.
Advanced ability to plan, schedule, and execute office-related events.
Ability to handle confidential and sensitive information.
Fluency in Bahasa and English.
Superior writing and verbal communication skills in Bahasa and English.
Ability to work in a fast-paced environment.
Application Instructions
I4DI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity/expression, national origin, protected veteran status, or any other characteristic protected under federal, state, or local law, where applicable.
Send resume/CV to recruitment@i4di.org cc to spulu@i4di.org with the position title included in the subject line. No phone calls please.
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