EoI: Consultant for Project Admin

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 humanist values in the social, 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 Humanis seeks qualified candidates for the position of:

Title :  Consultant for Project Admin

Duty Station : Jakarta, Indonesia 

Report to : Operations Manager 

Duration : 8 (eight) months (May to December 2022)

Aim of the Job

The Project Admin Officer, under the guidance of Operations Manager, is responsible to support day-to-day the Yayasan Humanis dan Inovasi Sosial office and projects administrations.

Roles & Responsibilities

A.  For Office administration support:

1. Assist and support Admin team for administration and filing system (hardcopy and softcopy) in compliance with project administration procedures and Standard Operating Guidelines.

2. Assist and support Operations Manager in collecting data for fuel usage including managing emission report (Carbon report) to Global Office.

3. Generate and complete the transfer request form for supplier payments to be signed by Operations Manager; keep record of the payments.

4. Support Operations Manager in managing expatriates permit and required legal paper and coordinate with the agent.

5. Support all staff (Jakarta and field office team) for general logistic supports (i.e flight travels, accommodation, training events, workshop and external/internal meetings).

6. Support and provide administrative, logistical and contact support for incoming visitors.

7. Perform other related functions as required.

B.    For Project administration support:

Support project teams in project administration related to administrative and logistic matters.

1. Assist the Project  in the consultancy recruitment process:

• Compile all applications from candidates and process to arrange interview when shortlisted candidate has been selected.

• Ensure recruitment documentation is complete (RRF, Job Profile, CV candidates, interview summary, selected candidate information)

• Create a Consultant contract to the selected candidate and keep tract of the signed contracts.

• Process consultant payment to Finance.

• Ensure that contracts are received by partner organizations and keep track of signed contracts.

• Prepare payment lists for approval by PO/PM and authorization by the approvers and proceed the authorized payments to Finance and keep record of payments of receipts overdue and inform partner organizations accordingly.

2. Assist project teams with other administration, logistic, and procurement matters as requested and support to program activities

3. Coordinate and make minutes (staff meetings and board meetings

4. Arrange travel and accommodation for staff, partners, and consultants in relation to official duties.

5. Organize internal staff workshops and events under the guidance of the OM. 

QUALIFICATIONS

The Project Admin Consultant must comply with the following qualifications:

• Affinity for Yayasan Hivos’ vision and mission are driven by a strong motivation to contribute to real and lasting change.

• Relevant academic level of working.

• Relevant work experience in: 1-3 years minimum in procurement mechanism and event management

• Experience with administrative procedures such as bidding, contracting, invoice settlement etc.

• Attention to detail and accurate with minimum mistake

• Good communication skills, active, dynamic and willingness to learn 

• Ability to work as team and independently with less supervision

• Work experience in international environment.

• Excellent command in English

HOW TO APPLY

Interested candidates should submit your Expression of Interest (EoI) and CV to hr@hsi.foundation no later than 17 April 2022 with ‘Project Admin Consultant’ as the subject of the email:

Only shortlisted candidates will be notified.

For more information about Yayasan Humanis dan Inovasi Sosial please visit https://hsi.foundation/