Hivos Southeast Asia 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 Southeast Asia provides financial support for local NGOs, is active in networking, lobbying and exchanging knowledge and expertise. For its Hivos Southeast Asia seeks qualified Indonesian candidates for the position of:
Title: Project Officer Green Society
Duty Station: Jakarta, Indonesia
Duration: 1 (one) year
Report to: Programme Development Managers (PDMs) Green Society
PDMs are asked to pay more attention to fundraising and it is deemed wise to provide program development support. The Project Officer supports management and Hub SEA PDM’s in the operational and administrative organisation of the work of the Department or Hub, according to the requirements and procedures of the Hivos organisation. The main responsibility for this position is to assist the management of Hivos portfolio programmes and maintain communication with related stakeholders. For these tasks the Project Officer will report to the PDM Green Society.
Hivos has been awarded a contract from PRISMA for a cattle fodder project in NTB until the end of October 2018. The project will require the services of a Project Officer.
Hivos Hub SEA has obtained funding from Hivos Global Office to assess the possibilities of developing a Renewable Energy Facility. This activity will need support from a Project Officer.
The Project Officer works closely with all program team members, PDM’s, Operations Manager and Finance team as well as other related stakeholders. For all activities, including PDM support the PRISMA support as well as the Renewable Energy support, the Project Officer will report to the PDMs Green Society. The position is Jakarta-based.
Roles & Responsibilities:
For the PDM support
- Record new project opportunity identified by PDMs and/or other Hivos staff, maintain a project database and track the progress of PDMs in following up;
- Ensure all fund raising conversations etc. are logged in the database and action points are followed through;
- Maintain database of consultants (proposal writers) supporting proposal development process. Develop and maintain a roster of consultants, experts and other relevant persons which are considered suitable candidates for future program development and as project team members.
- Provide support to proposal preparation, especially to the proposal coordinator during time of proposal writing and submission. This support includes but is not limited to: partner liaison, information exchange, scheduling of meetings and (field) visits, contracting of proposal writers, consultants and other relevant experts or support executives, logistics to the proposal writing team;
- Provide general support in terms of logistics, administration and finance by preparing TORs, maintain address lists and email lists, ensure proper documentation and filing, contact people in the network to support PDM activities;
- Assist in preparing programme meetings of the PDMs and make minutes of the meetings. Ensure minutes are disseminated timely and followed up by the respective PDMs (through reminders). Assist in skype and other sessions with relevant stakeholders in preparation of proposals;
- Osiris update for contract development, sending the contract to the partner/ consultant and maintaining Osiris process;
- Support in arranging events such as meetings, workshop, training related to program development/ fund raising processes. The support needed to include venue preparation, participant confirmation and logistics arrangement etc.;
- As Osiris key user coordinate all programme related transactions in Osiris linked to grant making;
- Coordinate and support travel arrangements for all programme staff
For the PRISMA support
- Act as liaison between Hivos and the Field team in NTB (Project Manager, Field Officers, MRM officer and Admin and Finance Assistant).
- Work closely together with the Financial Officer tasked with this project.
- Undertake all necessary administrative, logistical and financial activities needed to support the team;
- Store and maintain digital and hardcopy files of the project to ensure accountability, internally as well as externally;
- Produce minutes of meetings, process worksheets, maintain communication with the team members, report problems to the supervisor and assist in problem solving;
- Assist in preparing TORs, contracts and other documents and having these signed by the appropriate persons.
- Assist in organizing events and other project activities as deemed necessary. It is possible that incidental travel to the project site is required.
For the Renewable Energy Facility support
- Document all progress of the Renewable Energy Facility Work
- Work closely together with the Financial Officer tasked with this project.
- Undertake all necessary administrative, logistical and financial activities needed to support the project and any consultants;
- Store and maintain digital and hardcopy files of the project to ensure accountability, internally as well as externally;
- Produce minutes of meetings, process worksheets, maintain communication with the team members, report problems to the supervisor and assist in problem solving;
- Assist in preparing TORs, contracts and other documents and having these signed by the appropriate persons.
- Assist in organizing events and other project activities as deemed necessary.
Knowledge and experiences :
- Excellent knowledge of development issues and in an international/multilingual environment.
- Work experience in supporting professional organisation: 3 years.
- Strong organizational, administrative and communication skills, particularly proficiency of writing in English.
- A good team worker, dedicated to development work and ready to help others in their work.
- Able to work under limited supervision.
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
Project Officer Green Society graded in Grade: 6 (from 1-12 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 May 21st, 2018.
Please specify the position name you are applying for (‘PO Green Society’) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.
Opened position for national level / Indonesian nationality.
