To provide administrative and organisational assistance to the GPSEA/Indonesia Forest Network team as part of the Global Forest Network, in order to enable the effective functioning of the forest campaign team, and to act as central communication point for the campaign.
The Forest Campaign Assistant shall assist the GPSEA Forest Team Leader and Indonesia Network Project Leader in improving and implementing management systems and procedures primarily in the areas of campaign planning and monitoring, financial oversight of campaign budgets and expenditures, and ensuring the provision of logistical and administrative support to campaigns.
This position is also expected to improve the interface between the campaign and Organization Support Departments of GPSEA, and within the Global Forest Network.
As such, the person occupying this position is also expected to help manage the administrative and financial operations of GPSEA’s forest campaign and Indonesian Forest Network.
Main Responsibilities:
1. Working closely with the Indonesia Network Project Leader and GPSEA Forest Team Leader, propose, develop and implement systems and procedures for effectively managing campaigns especially with regard to annual and quarterly campaign budget preparation and monitoring;
2. Assist the Indonesia Network Project Leader and GPSEA Forest Team Leader in the organization and preparation of the consolidated annual campaign budget;
3. Assist the Indonesia Network Project Leader and GPSEA Forest Team Leader in the organization of campaign meetings, including GPSEA’s annual campaign planning processes;
4. In coordination with the Organization Support department, regularly monitor and keep track of campaign expenditures, including requiring campaign staff to submit monthly reconcilers as well as budget requests on time;
5. Participate in campaign discussions and planning regarding strategic issues, campaigns and organizational planning within GPSEA;
6. Help coordinate and facilitate information flow within GPSEA regarding campaign developments and operations;
7. Assist the Campaign Department in the preparation of monthly campaign reports;
8. Assist the Indonesia Network Project Leader and GPSEA Forest Team Leader in meetings, taking minutes, keeping records and following up tasks and requirements related to the team’s operations;
9. Perform other job-related duties as requested or assigned by the Indonesia Network Project Leader and GPSEA Forest Team Leader.
1. Communication
Respond to requests and proactively provide information on forest campaign developments; working closely with the Communications Department in making sure the forest campaign materials are uploaded to the website; and produce a monthly forest campaign newsletter in order to provide up-to-date, accurate campaign information to internal parties, and ready to use by external audiences.
2. Meetings
Coordinate various campaign planning and regular coordination meetings, including but not limited to annual planning meeting, in close cooperation with the Indonesia Network Project Leader and GPSEA Forest Team Leader, in order to facilitate the planning and delivery of a global campaign strategy. Organize or take minutes and report from meetings as required.
3. Internal Updates
Gather relevant information and produce campaign updates in collaboration with the campaign team for all levels of the organization to ensure campaign profile and organizational awareness of Global Forest Network campaign activities.
4. External Reporting
Coordinate production of external reports on campaign activities as required by external parties including, but not limited to, supporters and funding entities, to ensure audiences receive consistent and relevant campaign information, in order to increase and maintain external interest in the campaign.
5. Publications
Prepare and oversee production and distribution of campaign publications/videos/cyber-actions/mail-outs in cooperation with campaign team members and the Communications team, within the agreed budget and timelines, ensuring availability of materials consistent with and in support of campaign goals. This is conducted with close coordination with the Communications Department.
6. Budgets
Develop and monitor campaign budgets, in cooperation with the Indonesia Network Project Leader and GPSEA Forest Team Leader and Finance unit, in order to enable cost effectiveness and strategic expenditure. This includes annual budget plan, quarterly budget requests, monthly and quarterly financial reporting. Provide administrative support for sign-off and authorization of invoices and expenses.
7. Information Management
Manage and distribute information, through the development and maintenance of efficient systems within the unit, to ensure relevant campaign information is easily accessible.
8. Team support
Provide HR and IT support to team including holiday and absence monitoring, drafting and finalizing freelance commission agreements, support for job interviews, and arranging for IT hardware.
Essential required skills include:
1. Minimum bachelor degree with 2 years similar working experience
2. Effective communication skills (written and oral) in English and one Southeast Asia language.
3. Very strong planning and organizing ability and demonstrated experience in working with people of different cultures.
4. Ability to work effectively in a team but also to work independently, and unsupervised. Ability to work in under-pressure environment.
5. Excellent computer skills, including mastery of programs on database management and budget preparation/monitoring.
6. Ability to liaise with a variety of different organizations and institutions, including Government, business, NGOs and educational establishments. Knowledge of the non-profit sector and/or campaigning organizations preferable.
7. Ability to carry out budget forecasting and prepare annual budgets for campaign operations, and financial administration.
Please complete all items in the application form as this will be our basis for shortlisting candidates. Curriculum Vitae (CVs) will not be accepted.For detail about our vacancy you can click www.greenpeace.or.id/jobs
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