Hivos 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 provides financial support for local NGOs, is
active in networking, lobbying and exchanging knowledge and expertise. For its
Hivos seeks qualified Indonesian
candidates for the position of:
Title : Project Assistant
Duty Station : Jakarta,
Indonesia
Report to : Project Officer
Duration : 1 (one) year
Background
ACTION program aimed to increase the
participation of CSOs in preventing, addressing and mitigating risks and
vulnerabilities associated with the Covid-19 crisis. With specific objective is
to enhance poor and marginalized community resilience and solidarity in
responding to the impacts of pandemics.
Aim of the
job
Project Assistant
is aimed to support PO and PM in administration, procurement and organizing,
particularly responsible to ensure compliance of all administrative reporting
during the inception period as detailed below.
Roles and
responsibilities
For
administrative support
1.
Provide administrative support to programme
activities;
2.
Coordinate and make minutes of staff meetings;
3.
Document the highlights and agreements of key
activities with partners and stakeholders;
4.
Ensure completion of contract documents to be sent
to partner organizations and make checklist and keep track of signed contracts.
5.
Arrange travel and accommodation for Hivos staff,
partners, and consultants in relation to official duties and ACTION activities
6.
Organize workshops, and events event under the
guidance of the PO and PM.
For
logistical support
1.
Contribute to procurement process for hotel
suppliers, expendable supplies and services;
2.
Foresee needs, recommend solutions and conduct
tendering procedures as appropriate;
3.
Prepare comparative tables and shortlists the
recommended supplier in accordance with Hivos procurement guidelines;
4.
Prepare purchase orders (after getting necessary
quotations and authorization) or draft contracts;
5. Follows-up the activities and
tasks undertaken by contractors as indicated in the signed service/procurement
contracts or Purchase Orders; Knowledge and Requirements.
Knowledge, experiences and competencies
- At least related experience of 2 (two) years minimum in conducting events, including the related procurement mechanism such as venues, related consultants, etc
- Fresh graduates with internship background on project support are welcome to apply
- Have experiences in dealing with administration such as bidding documents, contracts, invoices, etc
- Good communication skills and ability to create a team spirit in the office
- Ability to work independently and take initiatives, but also a team worker
- Knowledge of major software applications (Excel, Word)
- Have experience to develop activity report
- Active, dynamic, have a willingness and eagerness to learn new ideas
- Experience in working as a team
- Able to travel as required
- Excellent command of English
What do we offer?
An inspiring and
dynamic working environment, dedicated colleagues and the possibility to work
for an ambitious new international initiative.
Project Assistant graded in Grade: 5-6 (from 1-14 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 14 July 2020.
Please specify the position name you are applying
for (PA Action) in the ‘subject’
line of your email. Only shortlisted candidates will be notified.
For more information
about Hivos Southeast Asia, visit https://www.hivos.org/
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