Planète Urgence Vacancy : Country Representative

Term of Reference

Recruitment of Country Representative for Indonesia

Based in Samarinda, East Kalimantan

Planète Urgence - PU is a French international solidarity association founded in 2000 and acknowledged as of public interest in 2009. GINKGO is a French international solidarity association founded in 2006 and acknowledged as of general interest, the common activity of these two associations will be thereafter designated under the acronym PU-G.

Both associations are part of the International Solidarity Division of SOS GROUP. Both associations work in close collaboration since early 2017.

Planète Urgence developed « Congé Solidaire® » (CS) dispatching over 400 volunteers for short-term missions in the areas of adult training, educative support for pupils of partner schools, environmental protection and biodiversity inventory. PU also provides technical and financial support to projects related to environmental protection and education in Madagascar and Indonesia.

 

GINKGO – volunteers in action works on reinforcing skills of actors of Social and Solidarity Economy in the Southern countries through mobilization of GINKGO volunteers, young people invested in civic service and International Voluntary Service.

The association also develops and manages projects in Tunisia, Morocco, Cameroon and Togo.

 

PU-G in Indonesia

Planète Urgence has been supporting local actors in Indonesia since 2003 by sending the first volunteer through STVA program in Mentawai island to help the Siberut Conservation Project (SCP). Since then Planète Urgence assigns continuous missions to provide capacity building supports for local partner, in Borneo. Starting in 2017, PU-G will launch complementary long-term volunteering programs (“service civique” and “volontariat Ginkgo”).

Starting in 2007, the association implemented reforestation activity on Sumatra island. In fall 2012 the association started to implement the project « integrated management » of Mahakam Delta (MADIMAP Project) on Borneo island. Until early 2017 this project was implemented in partnership with the Indonesian association YML in close collaboration with Authorities and local communities. In an environment clearly impacted by the climate disturbance, its main purpose is to lay the fundamentals of sustainable management of the Delta.  At this stage, the association’s effort aims to accompany the implementation of pilot sites allowing to introduce sustainable aquaculture techniques and in close collaboration with local actors – soil use plans to better preserve natural resources and environmental existing services. Since 2017 the association develops two new collaborations, with two new Indonesian partners so as to continue interaction designed for reforestation and sustainable management of the local natural resources.

 

The delegation is not yet registered its operation in the Indonesian territory. The registration preparation is ongoing. The follow-up of the registration of our activities in the country will be one of the main task of the Country Representative.

 

The delegation of Indonesia is hierarchically under the responsibility of the Asia Geographical Head in the structure of Planète Urgence in Paris. The country representative of Indonesia represents the delegation office to coordinate and relate with the Geographical Head, Program Managers, and other services in the headquarter.

The Country representative’s missions are to:

-          Represent the association

-          Manage and support all human resources of the association in Indonesia

-          Ensure the association’s development by reinforcing its presence through a steady dialog with local/national authorities and actors’ networks working on the volunteering and development issues

-          Establish a global intervention strategy and supervise its implementation

-          Supervise and develop operational and financial operations

-          Ensure the respect of administrative, financial and security procedures

 

Aware of the national authorities’ strategies, she/he is in a forceful position to recommend and locally build the orientations and development of the association’s activity together with the Headquarters’ geographical head.

She/he supervises, follows up and ensures the quality of the implementation of all activities (volunteering program and development program) of the association.

 

The Country representative’s job means also expressing the association’s will to define a strategic and innovating vision of the implemented activity on her/his intervention zone while systematically meeting the specific needs of the countries of intervention (public policies of Indonesian Republic).

1.    Representation, information and communication towards local authorities

• Representation and relationships with operational and civil society partners
• Integration in NGOs, associations and other party’s networks
• Representation of the association towards local, national and international authorities, sponsors, NGOs and other potential stakeholders in order to ensure a broad visibility for the association in the local and national ecosystem
• Participation in the production of reports, communication documents, presentation of performed activities and their capitalization in order to guarantee the regularity, relevance and feasibility of produced information
• Promotion of a positive professional image of the association. Compliance with mandate, ethics, values and line of conduct of the association
•  Establishment of a network of resource people for diverse topics, amongst which safety and security

 

2.    Strategic Planning and activity development

•  Definition and presentation of local strategic orientations to implement activity development in concertation with the            team together with geographical heads at the Headquarters
• Participation in the design of and validate the new projects reflecting the strategic choices
•  Identification, development and formalization of new local partnerships matching the defined strategic choices
• Definition, proposition and implementation of a national fundraising activity. Prospection of new financial partners (international sponsors – institutional, company foundations) and identification of tenders for new projects/ adequate subsidies.
•  Impulsion, supervision and participative redaction of projects’ proposals

• Analysis and improvement of operational process, follow-up and evaluation tools

 

3.   Management of the Representative Office

• Supervision all human resources of the Representative Office
• Supervision of the work and achievements of the Programme coordinator (volunteerism and development programs) and administration and finance office
•  Analysis and improvement of operational process, follow-up and evaluation tools of the Representation Office and coordination with the team
•  Organization and animation of collective working time
•  Risk management and safety watch (in charge of the safety protocol for the Representative Office as well as its updates), regular analysis (development of a reliable partners’ network).

 

4.  Management/supervision of partners’ support and volunteering missions (Congé Solidaire®/Solidarity Leave, “Civic Service”, long-term volunteerism, Volontariat de Solidarité Internationale (VSI))

• Development: In collaboration with the Programme coordinator, he/she will assure the development of the volunteerism activities in the country. He/She could discuss with the Programme coordianator about the definition of the needs expressed by the partners and also the types of volunteerism to choose.
• Implementation and accompaniment of volunteers: After the setting up of the mission’s description forms by the Programme Coordinator, he/she will reviewed them. Our local partners will permanently reminded our rules and regulations (example : donation chart, preparation for, reception conditions, expectations in terms of needs identification, safety and security instructions, etc.). Stay alert on local safety and security topic – constantly inform the Headquarters’ geographical head in charge; updating of the safety and security instructions
•  Evaluation : In collaboration with the Programme coordinator, he/she will provide a support of local partners on volunteering evaluation and co-writing of mission impact forms (finalization of impact forms at mission-end+6/9/12 months depending on the mission and “long-term capacity/capability building plans”)

 

5.       Supervision of projects implementation

• Impulsion and supervision of an annual work plan definition and its follow-up with the team
• Supervision  of the quality of the projects’ activities’ implementation (he/she eventually takes relevant decisions to correct trajectories/communications/activities if need)
• Co-redaction/validation of reporting for the Headquarters (monthly and annual reportings) as well as for various financial partners and sponsors (reports validation)
• Supervision, co-organisation, and co-implementation of internal evaluations (regarding results and actions’ impacts), supervision of external evaluations and process capitalization
• Participation, when relevant,  in operational meetings and field visits.

 

6.       Administrative, accounting and economic management

• Monthly report writing

• Regular information about the onsite association’s activity
• Participation in annual provisional budget elaboration
• Reporting through a monthly formatted cash form
• Authorization and/or expense commitment (pending delegation’s system)
• Each expense to be itemized in a monthly updated budget follow-up (reporting tools provided by Headquarters of the association)
• Capitalization of documentation for each expense including proof of payment by partner
• Checking of invoices and itemization process (according to delegation’s system)
• Original documentation posting to the Headquarters’ accountant complying with planned deadlines.

 

7. Communication

• Reflection on a communication strategy and participation in its implementation
•  Contribution to information, testimonies, articles, photos… feedbacks to the Headquarters
• Ensuring that reports and activity presentation documents are produced
•  Identification of needs and making sure that adequate communication tools and supports are provided.

 

8.       Other projects

• Identification of any needs expressed by potential partners linked to the strategy of intervention of the association
• Management/supervision of specific innovative operations
• Proposals for innovating operations meeting onsite actual needs.

Within the scope of her/his job tasks, the Country representative proves organized, rigorous, dynamic, excellent interpersonal skills, diplomatic capacities and strong sense of initiative. She/he oversees the coordination of all activities of the association within the zone of intervention and ensures the development of a team/collective spirit compatible with work of quality and an efficient information circulation.

In close collaboration with other local involved stakeholders, the Country representative develops courteous and professional relationships with these actors.

Within the scope of representation tasks, she/he represents the structure and commits to convey a positive image on the association and its activities. She/he must prioritize activities when faces increased workload (according to periodical constraints).

 

Required skills:

• Fair knowledge of development issues
• Strong interest for Environmental issues (experience in the field is a strong asset)
• Fair knowledge of accountancy and economic management
• Experience in team management
• Good workload capacity and excellent writing skills
• Indispensable command of English and Indonesian languages. French would be a plus.
• Excellent inter-personal ability, diplomacy
• Rigor, Organization ability
• Analysis, anticipation and decision skills
• Important adaptation capacity

CONDITION OF OFFER

•    7 months contract from June to December 2018

•    Health and social security benefit will be calculated and paid with the monthly salary

•    35 working hours per week

•    2 days leave per month

•    13th salary paid on pro rate basis

 

Please send CV and cover letter emphasizing on the required knowledge and skills, as well as one or two letters of recommendation/contact details of previous employers no later than 27th April 2018

To            : Vincent Page

Email       : indonesie.recruitment@gmail.com

Under the reference: "Country Representative Indonesia"