Yayasan Humanis dan Inovasi Sosial is an Indonesian organization affiliated with Hivos, born out of an active collaboration between Netherlands based Hivos and several like-minded Indonesian academics and civil society leaders who subscribe to the values and mission of Hivos. The purpose is to promote humanistic values in the social, economic, health, and cultural fields which is defined in terms of the ability for each individual to assess and decide independently and responsibly, the right to freedom, dignity and a passion to create a just and tolerant society.
Yayasan seeks qualified candidates for the position of:
Title : Project Assistant FOCUS Ocean
Duty Station : Jakarta, Indonesia
Report to : Project Officer FOCUS Ocean
Duration : 1 (one) year
Yayasan upcoming four-year Fisherfolk Empowerment for Climate Resilience and Sustainability in Central Java (FOCUS) program aims to achieve changes on Integrated coastal management for a sustainable food system for the fisherfolk community in Central Java.
We aim to achieve this in five target districts in Central Java (Kendal, Demak, Semarang, Jepara and Batang). Program implementation will be co-implemented by partners to achieve the following outcomes:
1. Inter-sectoral coordination platform produced policy recommendation on integrated coastal management for a sustainable food system;
2. Local stakeholders apply improved sustainable fisheries and coastal management to mitigate disaster risk & impact of climate change; and
3. Sustainable & inclusive livelihoods opportunities for coastal communities are promoted, particularly among women and the youth.
An inception phase in 2023 will further sharpen the framework. Through this, we harness the energy and expertise of partners to stimulate locally-owned innovations and multi-stakeholder collaborations.
Functional Context
Project Assistant is aimed to support Project Officer in administration, procurement and organizing, particularly responsible to ensure compliance of all administrative reporting.
The Project Assistant assists Project Manager (PM) for grant and partner's management and supports the implementation of day-to-day activities of FOCUS Ocean. Within the project, s/he may work in close partnership with support functions within YH such as HR/Operations, Finance etc.
Roles and responsibilities
For administrative support:
1. Provide administrative support to programme activities in close coordination with Finance;
2. Coordinate and make minutes of meetings;
3. Document the highlights and agreements of key activities with partners and stakeholders;
4. Ensure completion of contract documents to be sent to partner organizations and make checklist and keep track of signed contracts, reporting and payment schedule;
5. Assist field team and partner organizations on administrative procedures implemented in accordance to YH and donor's policies;
6. Arrange travel and accommodation for project staff, partners, and consultants in relation to official duties and FOCUS Ocean activities;
7. Organize meetings, workshops, and events under the guidance of the PO and PM;
8. Ensuring the project data in YH/Hivos Management System is up-to-date.
For logistical support:
1. Contribute to procurement process for hotel suppliers, expendable supplies and services;
2. Foresee needs, recommend solutions and conduct tendering procedures as appropriate;
3. Prepare comparative tables and shortlists the recommended supplier in accordance with YH procurement guidelines;
4. Prepare purchase and service orders (after getting necessary quotations and authorization) or draft contracts;
5. Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders; Knowledge and Requirements.
Knowledge, experiences and competencies
1. At least related experience of 2 (two) years minimum in conducting events, including the related procurement mechanism such as venues, related consultants, etc
2. Fresh graduates with internship background on project support are welcome to apply
3. Attention to detail, and have experiences in dealing with administration such as bidding documents, contracts, invoices, etc
4. Good communication skills and ability to create a team spirit
5. Ability to work independently and take initiatives, but also a team worker
6. Knowledge of major software applications (Excel, Word, PPT) and project management systems
7. Experience in developing project documents such as activity report and terms of reference
8. Active, dynamic, have a willingness and eagerness to learn
9. Able to travel as required
10. Excellent command of verbal and written English
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
Project Assistant FOCUS Ocean graded in Grade: 5-6 (from 1-14 Yayasan's salary grade).
How to apply?
To apply for this position please submit your CV and a cover letter to hr@hsi.foundation no later than 22 December 2022.
Please specify the position name you are applying for (PA OCEAN) in the 'subject' line of your email. Only shortlisted candidates will be notified.
Opened position for national level / Indonesian nationality.
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