Hivos Southeast Asia Job Vacancy: Project Officer Strategic Partnership, Jakarta

HIVOS Job Vacancies 2020

Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies. For its Hivos seeks qualified candidates for the position of:

Title: Project Officer Strategic Partnership
Duty Station: Jakarta, Indonesia.
Report to: Regional Advocacy Officer of Sustainable Diets for All and Operations Manager
Duration: 8 months (May to December 2020)

Functional Context
The Project Officer Strategic Partnership will be part of the project management team overseeing the project, designed to be delivered with implementing partners under the three SP programs.

The Project Officer will also be assisting the SP Project Managers to ensure that the contract management and implementation of the project is delivered as outlined in each program’s Annual Plan and Theory of Change to meet with Hivos standard. Additionally, the Project Officer will support Operations Manager in the administrative organization and management information system according to Hivos Internal Procedure and Guideline. The position is Jakarta-based

Roles and responsibilities

Program Management Support

• Support SP Project Managers 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 the Dutch Ministry of Foreign Affairs and Hivos standards.
• Provide technical support to implementing partners of SD4All, involving short term travels if required to SD4All project areas in Bandung and Jember.
• Organize meeting/workshop/events that are 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.
• Support SP Project Managers in coordination with the Finance Officer.

Project Administration

For all strategic partnership programs:

• Input to Hivos’ Management Information System (Osiris/All Solutions) contracts of consultants, sub-grants, etc, and register Narrative and Financial Reports from partners within the System
• Check Hivos’ Management Information System regularly (i.e. for assessment schedule, payment schedule, etc).
• Prepare or support the preparation of contract and ToR for consultants and register them in Management Information System
• Process payments for SP program activities done by Hivos (transfer request) in coordination with relevant project support officers if available
• Prepare payment/transfer requests to consultants (i.e. report writer, translator, auditor, etc), in coordination with relevant project support officers if available
• Prepare or support the preparation of ToRs, transportation ticket, cash advance for duty trips of the staff of department, in coordination with relevant project support officers if available
• Coordinate with relevant finance officers for audit and other financial purposes
• Ensure that time sheets of all staffs are prepared based on Dutch MOFA requirement.
• Collect reports, photos and other documents from partners related to project (i.e. ToR, MoM, training materials).
• File all project documents (soft copy and hard copy) and ensure the availability of the documents when needed.

For SD4All program only:

• Prepare or support the preparation of ToR, transportation ticket, cash advance for duty trips of the partners or consultants if required
• Provide duty trip report (if participated) and remind other team members to prepare such report.
• Prepare liquidation report of the duty trips that have been completed.
• Register in and outgoing mails.
• Coordinate with Switch Asia Local Harvest project (co-financed by SD4All) staff whenever required

Knowledge, experiences and competencies

• Minimum 2 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 Dutch MOFA-funded project management experiences 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.
• Project Officer Strategic Partnership graded in Grade: 5 - 6 (from 1-13 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 22 April 2020.

Please specify the position name you are applying for (PO SP) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.