Yayasan Humanis dan Inovasi Sosial (Yayasan Humanis) 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 humanistic values in the social, economic, 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 : Project Assistant for Global Girls Creating Change (G2C2) project
Duty Station : Jakarta, Indonesia
Report to : Project Officer G2C2
Duration : 1 year
Yayasan Humanis upcoming three-year ‘Global Girls Creating Change’ (G2C2) project aims to foster and elevate a diverse movement of girl-centered climate action to lead, shape, and inform equitable, inclusive climate policies and actions. This is informed by an intersectional climate justice approach, with girls in all their diversity, and in particular girls from marginalized groups disproportionately affected by climate change, at the center.
It will be implemented by a consortium of Hivos (lead), Restless Development, and Yayasan Humanis with In-County programming in Brazil, Indonesia, Nepal and Uganda, and coalition country programming also reaching up to 25 additional countries.
G2C2 has three objectives:
1. To support girls to develop the skills and capacity to engage in and lead inclusive climate action (training, mentorship and evidence-building)
2. To foster a diverse coalition of girls to participate in and influence equitable climate policies at local, national, regional and global levels (advocacy)
3. To provide grants, training and other support for girls to co-create climate innovations in their communities (innovation fund)
Functional Context
Project Assistant is aimed to support project team members in administration, procurement and overall project management activities, particularly responsible to ensure compliance of all event management and administrative reporting.
Project Assistant assists Program Officer for grant and partner’s management and supports the implementation of day-to-day activities of G2C2. Within the project, Project Assistant may work in close partnership with support functions within HR/Operations, Finance etc. The position is Jakarta-based with some intercity travels for coordination, monitoring and stakeholders’ engagement in project management, partner relations and networking.
Roles and responsibilities
Administrative Coordination:
1. Organize, coordinate and develop minutes of meetings;
2. Document the highlights and agreements of key activities with regional/global team, partners and stakeholders;
3. Ensure completion of contract documents to be sent to partner organizations and/or Consultants; including but not limited to making checklist and keep track of signed contracts, reporting and payment schedules;
4. Coordinate with Consultants and/or partner organizations on administrative procedures implemented in accordance with Yayasan Hivos and donor’s policies;
5. Arrange travel and accommodation for project staff, partners, and Consultants in relation to official duties and Urban Futures activities;
6. Organize meetings, workshops, and events under the guidance of the Program Officer;
7. Ensuring and maintaining logistical and administrative data including all corresponding in All Solutions system.
Logistical Arrangement:
1. Contribute to procurement process for hotel suppliers, vendors, expendable supplies and services;
2. Foresee needs, recommend solutions and conduct tendering procedures as appropriate;
3. Prepare comparative tables and shortlists the recommended suppliers/vendors;
4. Develop purchase and service orders upon the completion of getting necessary quotations and authorization-in accordance with Yayasan Hivos’ procurement guidelines;
5. Follow-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders; Knowledge and Requirements.
Grant Management
1. Ensure scheduled payments, and work closely with Finance Officer to ensure seamless grantee management and communication;
2. Support Program Officer in ensuring effective post contract grant management including collection and assessment of reports, follow up, communication with and monitoring partners and associates on the ground; .
Knowledge, experiences and competencies
• Related experience of 3 (three) years minimum in handling administrative work, organizing meetings and/or events, including the related procurement mechanism such as venues, suppliers/vendors, and Consultants, etc.;
• Fresh graduates with strong internship background on project support are welcome to apply;
• Attention to detail, and have experiences in dealing with administration and procurement work such as managing project’s documents; bidding process, contracts, invoices, etc.;
• Good communication skills and ability to contribute to a team spirit;
• Ability to work independently and take initiatives, yet suits well for a teamwork;
• Knowledge of major software applications (Excel, Word, PPT) and project management systems;
• Proven experience in developing project documents such as activity(ies) reports and terms of references;
• Active, dynamic, have a willingness and eagerness to learn;
• Ability to adapt well in a fast-pace and dynamic work;
• Able to travel as required;
• Excellent command of verbal and written English.
• Job skills: administration, project management, independence
• Level skills: attention to detail, persuasiveness, decisiveness
We Welcome You to Apply
We celebrate diversity and are committed to creating an inclusive environment for all employees. We particularly encourage applications from rightsholders and communities that have historically been excluded from access to employment including candidates who are gender and sexual minority, from ethnic and/or religious minority communities, with a disability, impairment, learning difference or long-term condition, with caring responsibilities, and from less advantaged socioeconomic backgrounds
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
Position graded in Grade: 6 (from 1-16 Yayasan’s salary grade).
How to apply?
To apply for this position please submit your CV and a cover letter to hr@hsi.foundation no later than 22 October 2023
Please specify the position name you are applying for PA G2C2 in the ‘subject’ line of your email. .
Opened position for national level / Indonesian nationality.
Only shortlisted candidates will be notified. For more information about Yayasan Hivos, visit https://hsi.foundation/
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