1. PROJECT COORDINATOR
The Project Coordinator assists with the day-to-day operational, financial and administrative parts of project implementation; particularly on the preparation of project closeout. S/he is responsible to collect all deliverable documents based on agreed activity gantt chart. It comprises of collection and organization of reports, minutes of meetings, photos, publications, awareness materials and all activities documentation, in softcopy version and stored in specific storage and database system. This is to ensure that all deliverables are achieved, properly documented and meets TNC’s and donor’s standards and requirement. This will include assistance in completion of ongoing and required activities as well as production of publications and/or awareness materials. The Project Coordinator works closely with the Indonesia Coastal and Ocean Program (ICOP) Program Manager to collect all documentation related to the achievement of all deliverables including draft and final documents, regulations and reports. S/he also works with other team members in the preparation of project closing events.
The Project Coordinator assists with the project closeout administration including:
- Building project history file which documents planned & actual schedule duration, all approved changes to initial work plans, all meetings minutes, all deliverable reports with complete supporting documents, compile proposal and all donor reports, including all the questions and communications in the finalization process
- Providing assistance in the creation of the final project report that describes and documents verification of deliverables achieved in the project
- Providing assistance in the development of publications and communication events for project closing which includes preparation and development of communications materials (i.e.: factsheet, info sheet, posters, videos, leaflet, etc.), media gathering and/or media visi, workshop and expose
- BA/BS degree and at least 3 years’ experience in natural resource management or equivalent combination of education and experience.
- Experience in project administration and management
- Experience communicating with the public and/or media both in writing and verbally.
- Experience using applications such as Microsoft Word, Excel, and Web Browsers.
- Experience in media handling and publication development
- Knowledge of marine and coastal management conservation practice and conservation science.
- Excellent communication skills via written, spoken and graphical means both in Bahasa Indonesia and English
2. PROJECT OFFICER
The Project Officer is responsible in coordinating and maintaining project information throughout the course of the project lifecycle, specifically related to the financial and administrative parts of the project. S/he is responsible to ensure that all documents related to each activity and payment are complete, organized and filed separately from other projects. These documents include Check Requests (CRs) with relevant supporting document as attachments such as Employee Expense Reports (EERs), Miscellaneous Expense Reports (MERs), Contract for Services (CFS) or sub-grant to partner. S/he coordinates with the Accountants to retrieve those documents from the storage, copy, scan and arrange soft and hard copies in order; before returning back those documents into the storage. S/he coordinates with the Contract Administrator office to ensure that all signed Contract for Services (CFS) are complete with supporting documents from the preparation stage (Request for Contract, Contract Check list) until the closing of CFS (progress report and final report). The Project Officer needs to ensure that all documents meet TNC’s and donor’s standards and policy requirements. In addition, s/he also monitors the updated status of all office equipment and inventory purchased under the project fund. In coordination with Grant Specialist, s/he prepares relevant documents in following up on the status of equipment and inventory by the end of the project.
The Project Officer reports to the Indonesia Coastal and Ocean Program (ICOP) Manager with dotted line to the ICOP Finance and Administration Manager. S/he is based in Bali with travels to Jakarta, as required.
- Bachelor’s degree in finance, grants administration or related education and 2 years related work experience or equivalent combination of education and experience.
- Experience with Microsoft Office suite.
- Experience coordinating multiple projects.
- Experience handling standard business communications.
- Strong attention to detail, accuracy in work product.
- Good problem-solving skills.
- Good verbal and written communication skills.
- Good organizational skills, including establishing priorities and meeting deadlines.
- Exposure to basic principles of accounting/finance.
- Experience using automated and electronic accounting systems