Hivos Southeast Asia is an International non-governmental
organization guided by humanist values. It aims at structural poverty
alleviation with a strong focus on civil society building and sustainable
economic development. Hivos Southeast Asia provides financial support for local
NGOs, is active in networking, lobbying and exchanging knowledge and expertise.
For its Hivos Southeast Asia seeks qualified Indonesian candidates for the
position of:
Title : Project Officer Green Society
Duty Station : Jakarta,
Indonesia
Duration :
1 (one) year
Report
to : Programme Development Managers (PDMs) Green
Society
PDMs are asked to pay more attention to
fundraising and it is deemed wise to provide program development support. The
Project Officer supports management and Hub SEA PDM’s in the operational and
administrative organisation of the work of the Department or Hub, according to
the requirements and procedures of the Hivos organisation. The main
responsibility for this position is to assist the management of Hivos portfolio
programmes and maintain communication with related stakeholders. For these
tasks the Project Officer will report to the PDM Green Society.
Hivos has been awarded a contract from PRISMA
for a cattle fodder project in NTB until the end of October 2018. The project will
require the services of a Project Officer.
Hivos Hub SEA has obtained funding from Hivos Global
Office to assess the possibilities of developing a Renewable Energy Facility.
This activity will need support from a Project Officer.
The Project Officer works closely with all
program team members, PDM’s, Operations Manager and Finance team as well as
other related stakeholders. For all activities, including PDM support the
PRISMA support as well as the Renewable Energy support, the Project Officer
will report to the PDMs Green Society. The position is Jakarta-based.
Roles
& Responsibilities:
A.
For the PDM support
01.
Record
new project opportunity identified by PDMs and/or other Hivos staff, maintain a
project database and track the progress of PDMs in following up;
02.
Ensure
all fund raising conversations etc. are logged in the database and action
points are followed through;
03.
Maintain database of consultants
(proposal writers) supporting proposal development process. Develop and
maintain a roster of consultants, experts and other relevant persons which are
considered suitable candidates for future program development and as project
team members.
04.
Provide
support to proposal preparation, especially to the proposal coordinator during
time of proposal writing and submission. This support includes but is not
limited to: partner liaison, information exchange, scheduling of meetings and
(field) visits, contracting of proposal writers, consultants and other relevant
experts or support executives, logistics to the proposal writing team;
05.
Provide
general support in terms of logistics, administration and finance by preparing
TORs, maintain address lists and email lists, ensure proper documentation and
filing, contact people in the network to support PDM activities;
06.
Assist
in preparing programme meetings of the PDMs and make minutes of the meetings.
Ensure minutes are disseminated timely and followed up by the respective PDMs
(through reminders). Assist in skype and other sessions with relevant
stakeholders in preparation of proposals;
07. Osiris update for
contract development, sending the contract to the partner/ consultant and
maintaining Osiris process;
08. Support in
arranging events such as meetings, workshop, training related to program development/
fund raising processes. The support needed to include venue preparation,
participant confirmation and logistics arrangement etc.;
09. As Osiris key user
coordinate all programme related transactions in Osiris linked to grant making;
10. Coordinate and support
travel arrangements for all programme staff
B.
For the PRISMA support
01. Act as liaison between Hivos and the Field
team in NTB (Project Manager, Field Officers, MRM officer and Admin and Finance
Assistant).
02. Work closely together with the Financial
Officer tasked with this project.
03. Undertake all necessary administrative,
logistical and financial activities needed to support the team;
04. Store and maintain digital and hardcopy files
of the project to ensure accountability, internally as well as externally;
05. Produce minutes of meetings, process
worksheets, maintain communication with the team members, report problems to
the supervisor and assist in problem solving;
06. Assist in preparing TORs, contracts and other
documents and having these signed by the appropriate persons.
07. Assist in organizing events and other project
activities as deemed necessary. It is possible that incidental travel to the
project site is required.
C.
For the Renewable Energy
Facility support
01. Document all progress of the Renewable Energy
Facility Work
02. Work closely together with the Financial
Officer tasked with this project.
03. Undertake all necessary administrative,
logistical and financial activities needed to support the project and any
consultants;
04. Store and maintain digital and hardcopy files
of the project to ensure accountability, internally as well as externally;
05. Produce minutes of meetings, process
worksheets, maintain communication with the team members, report problems to
the supervisor and assist in problem solving;
06. Assist in preparing TORs, contracts and other
documents and having these signed by the appropriate persons.
07. Assist
in organizing events and other project activities as deemed necessary.
Knowledge
and experiences :
-
Excellent
knowledge of development issues and in an international/multilingual
environment.
-
Work
experience in supporting professional organisation: 3 years.
-
Strong
organizational, administrative and communication skills, particularly
proficiency of writing in English.
-
A
good team worker, dedicated to development work and ready to help others in
their work.
-
Able
to work under limited supervision.
What do we offer?
An inspiring and
dynamic working environment, dedicated colleagues and the possibility to work
for an ambitious new international initiative.
Project Officer Green
Society graded in Grade: 6 (from 1-12 Hivos’s
SEA salary grade)
How to apply?
To apply for this
position please submit your CV and a cover letter to hr.sea@hivos.org no later than May 21st,
2018.
Please specify the
position name you are applying for (‘PO
Green Society’) in the ‘subject’ line of your email. Only shortlisted
candidates will be notified.
Opened position for national level / Indonesian
nationality.
For more information
about Hivos Southeast Asia, visit https://www.hivos.org/
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