Indonesia Program Coordinator.

VIA is looking for candidates to fill the position of Indonesia Program

Coordinator.

JOB SUMMARY

Represent VIA in Indonesia, including liaising with project partners and government officials, providing support for long-term VIA volunteers, and working on fundraising and program development.

ABOUT VIA

Since 1963, VIA has provided innovative experiential learning programs in Asia and the United States that promote cross-cultural understanding, build partnerships, and offer transformative experiences for our participants and the communities they serve. VIA's Asia Programs provide U.S. residents with volunteer, educational and fellowship opportunities in Cambodia, China, Indonesia, Burma/Myanmar, Thailand, and Vietnam. VIA's Stanford Programs provide students from top universities in Asia with the opportunity to participate in short-term experiential-learning programs at Stanford University. VIA is an equal opportunity employer.

POSITION TYPE

Full-time position based in Jakarta.

JOB DESCRIPTION

The roles of the program coordinator can be divided into four categories:

I. A resource to the volunteers in the field

II. Represent VIA in Indonesia

III. A liaison between the field and home office

IV. Program development and fundraising

I. Resource for the Volunteers

1. Orientation: Coordinate in-country orientation for new volunteers when they first arrive. The program coordinator picks up new volunteers at the airport when they first arrive; arranges for food, housing, and transport to orientation location; coordinates orientation activities including language, TESOL, and cross-cultural training; helps new volunteers get acclimated; coordinates and pays for original transport to posts; arranges over-lap with old volunteers, etc.

2. Annual Conference: Organizes the once yearly Indonesia conference, held at alternating locations. The program coordinator obtains conference site and sets dates, coordinates volunteer’s transportation to the conference site, arranges for the host institution to pay for transportation and to provide the necessary time (i.e. write letters to all of the posts), provides the volunteers with all necessary preconference information, obtains government permission for the conference, reports to the local police, brings all necessary materials to the conference, and generally helps initiate and maintain a smooth flow of communication about the conference.

3. Communication: Helps facilitate inter-VIA communication within the field.

4. Post Visits: Visit each volunteer post once a year to monitor and evaluate post and volunteer.

5. Emergency Contact: The program coordinator obtains and maintains passport and emergency information for volunteers in the field and is the person responsible in the case of an emergency.

6. General Resource for the volunteers: The program coordinator helps with any problems, Jakarta-based tasks, information, or other volunteer needs.

II. Represent VIA in Indonesia

1. Visa Process: The program coordinator obtains and maintains current Stay Permits and Exit/Reentry permits for all vols. For each vol., this is a 3 - 6+ month process, involving some 9 or more different government ministries, and requiring writing letters to host institutions and government agencies, and visiting offices personally.

2. Indonesian Government Relations: Maintains good relations with the government, coordinates and submits biannual narative reports and arranges any necessary meetings between senior VIA staff and government ministries.

3. Post Relations: Writes letters, visits posts, represents VIA and acts as mediator between conflicts arise between volunteers and host institutions.

4. New Post Recruitment: Responds to requests for information, solicits applications, writes letters, coordinates post visits, distributes information to the rest of the organization, writes rejection letters, arranges contracts, and assists in posting new volunteers.

5. U.S. Government Relations: Registers volunteers at the embassies and at the various consulates and acts as point person when necessary.

6. Other Jakarta Relations: Maintains relations with VIA alumni living in Indonesia, other international volunteer groups within the National Volunteer Forum (incld: AVI, UNV, AYAD, VIDA, VSO, Indonesian Red Cross, etc.), international donor agencies, Jakarta-based NGOs, etc.

7. VIA Office: The program coordinator is responsible for maintaining the computer, telephone, and fax machine, paying the telephone and other bills every month, answering phone calls, receiving visitors, and maintaining the office filing system and updating organizational records.

8. VIA Archives: Past records and current information are valuable to volunteers currently in the field, to the country representative, to the home office, to future country representatives, to future volunteers, and other interested parties. The program coordinator is responsible for compiling notes from the conference and keeping records of posting decisions, and general policy revisions. The program coordinator updates VIA's post applications, VIA's organizational information, the Indonesia Program Manual and all other VIA documents.

III. Liaison between the Field and the Home Office/SEA Program Director

1. Finances: The program coordinator keeps track of all VIA expenses and makes monthly financial reports to the home office and helps plan the budget for the following year.

2. Insurance: The country representative keeps records and files on all types of insurance for the volunteers. The country representative manages VIA’s Supplementary Medical Coverage, makes payments on volunteers’ claims, and maintains reports for the home office.

3. Trans-VIA Communication: The country representative facilitates

communication between the home office and the field, works closely with the Phnom Penh-based Southeast Asia Program Director, coordinates all policy, post and organizational decisions with the home office, keeps the home office updated on how volunteers are doing and on relevant field office projects, and communicates developments at the home office to volunteers in the field.

IV. Program Development and Fundraising

1. Partner Relations: Connect with former VIA partners and explore new potential partners.

2. Fundraising: Develop VIA’s potential fundraising network in Jakarta with a particular focus on Corporate Social Responsibility Funds.

3. Strategic direction and planning: Work closely with Phnom Penh-based Southeast Asia Program Director to determine strategic direction and program development plans for the Indonesia program.

QUALIFICATIONS

Required

• Experience working and living in Indonesia.

• Strong project management and leadership skills.

• Strong Bahasa Indonesia language skills.

• Demonstrated understanding of and ability to lead and implement projects in Indonesia.

• Demonstrated ability to multi-task and prioritize projects.

• Excellent oral and written communication skills. Desirable

• Experience in cross-cultural training and/or teaching.

• Experience participating in and/or managing cross-cultural exchange/volunteer programs in Indonesia.

• Experience fundraising and grant writing

SALARY AND BENEFITS

• Starting Salary – $10,000

• 20 vacation days, local Indonesia holidays, 15 sick days per year

• Health insurance coverage

• No funds for relocation or housing assistance

• VIA is an equal opportunity employer

HOW TO APPLY

Applicants should submit a cover letter and resume by email to wesley@viaprograms.org. The deadline for submission is Friday, November 4, 2011.