Hivos is a Dutch 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 NGO's, is active in networking,
lobbying and exchanging knowledge and expertise. For its Southeast Asia
Regional Office in Jakarta, Hivos seeks qualified Indonesian candidates
for the position of:
Title : Programme Assistant Switch Asia
Duty Station : Jakarta, Indonesia
Duration : One year with possibility of extension
Report to : Project Manager Switch Asia
Aim of the job
The European Union will support the promotion of Sustainable
Consumption and Production (SCP) patterns and behavior in Asia through
an improved understanding by mobilizing the private sector, i.e. SMEs,
retailers, consumer organization, financial institution, along with
relevant public sector authorities. Based in Jakarta, Indonesia, the
project aims to promote SCP of hand-woven textiles (songket, ulos,
lurik, abaca, ikat) in Indonesia and the Philippines by scaling up
successful SCP practices throughout the market chain and supporting the
development of an enabling policy environment. Hivos will implement the
project together with 3 partner organizations who’s all have experience
of working with producers, industry and government to promote the
development of the sector. The action targets 8,500 hand-woven textile
entrepreneurs and cooperatives in 20 provinces in Indonesia and the
Philippines over 4 years project period.
Functional context
The Programme Assistant Switch Asia will be part of the management
team overseeing the project, designed, to be delivered with the
following implementing partners in Indonesia, and the Philippines:
Association for Women in Small Business Assistance (ASPPUK in
Indonesia), Non-Timber Forest Product – Exchange Programs (NTFP-EP in
Philippines), Cita Tenun Indonesia (CTI in Indonesia), Badan Nasional
Sertifikasi Profesi (BNSP in Indonesia), and the Philippines Textile
Research Institute.
The Programme Assistant will also be assisting the Project Manager to
ensure the contract management and implementation of the project is
delivered as outlined in the Project Contract with the European Union
and to meet with Hivos standard.
The position is Jakarta-based.
Roles and responsibilities
A. Programme Management Support
- Support Project Manager in monitoring the effectiveness and efficiency of the implementing partners’ performance. In particular: monitoring and evaluation task, compiling financial and technical reports of the project implementation in accordance with EU and Hivos standard.
- Provide technical support to implementing partners, if required. The support will require short term but frequent travel to different locations in Indonesia and Philippines.
- Coordinate with all partners, directly or indirectly (by email or telephone) for i.e. report reminder.
- Organize meeting/workshop/events that led by Hivos in relation with the project implementation
- Prepare Minutes of Meeting (MoM) during coordination meeting and other activities involving Hivos. Make a documentation and send this MoM to all participants.
- Manage the website (i.e. update content, photos, translation, check visitors, etc).
- Support Project Manager in coordination with Finance Officer.
B. Project Administration
- Collect reports, photos and other documents from partners related to project (i.e. ToR, MoM, training materials).
- Update number of project beneficiaries.
- Register Quarterly Narrative Report to Hivos’ Management Information System by forwarding emails in coordination with Admin team.
- Check Hivos’ Management Information System regularly (i.e. for assessment schedule, payment schedule, etc).
- Prepare contract and ToR for consultants.
- Process payment to partners for activities by using Hivos Own Project (transfer request) upon completion of supporting documents from partners as a valid document for reimbursement.
- Prepare payment/transfer request to consultants (i.e. report writer, translator, auditor, etc).
- Prepare ToR, transportation ticket, cash advance for duty trips of the staff of department.
- Prepare liquidation report of the duty trips that have been completed.
- Provide duty trip report (if participated) and remind other team members to prepare such report.
- Ensure that time sheets of all project staffs are prepared based on EU requirement.
- Register in and outgoing mails.
- File all Switch Asia project documents and ensure the availability of the documents when needed.
Knowledge and Experiences
- Minimum 2 (two) years of professional experience in private sector or donor organization, on project management.
- Has a strong experience managing administrative and financial reporting of project.
- Demonstrate professional verbal and written communication skill in English and Bahasa Indonesia.
- Demonstrate successful tracking record working in and within multidisciplinary team.
- Has a strong interpersonal communication and negotiation skill with internal and external stakeholder.
- Having EU-funded project management experience is a preference.
- Previous working experience in an international environment/organization is an advantage.
- Passion in capacity building, social development or entrepreneurship-related issues would be an advantage.
- Having respect for a humanitarian or humanist principle and willing to work in a non-discriminating, neutral, impartial and gender equal environment.
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues
and the possibility to work for an ambitious new international
initiative of Hivos programmes.
How to apply
To apply for this position please submit:
- A cover letter expressing motivation for the position.
- A CV, no more than 4 (four) pages, that highlights how the candidate meets the expected qualifications.
To: application.id@hivos.org no later than Thursday, 26 February 2015.
Please specify the position name you are applying for (‘Programme Assistant Switch Asia’)
in the ‘subject’ line of your email.
This position is opened for
Indonesian nationality. Only shortlisted candidates will be notified.
