Hivos Southeast Asia Job Vacancies 2020
Title: Project Assistant
Duty Station: Jakarta, Indonesia
Report to: Project Officer
Duration: June 2020 to March 2021
Aim of the job
Creative Youth for Tolerance (CREATE) program aims to improve pluralism and tolerance in schools. Inspired by humanist values, Hivos will implement CREATE that facilitates multi-actor collaboration and partnerships to address interreligious and interethnic harmony in Indonesia. CREATE adopts an innovative arts and culture-based approach as an entry point for efforts to promote tolerance and pluralism at the secondary school level, enhances the capacity and will among young people to constructively manage differences, and provides a counterweight to the intolerant messaging students get from other sources.
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. It is a long term opportunity and the start date will be by mid-June 2020
Functional Context
S/he assists the PO for implementation of Hivos CREATE own activities, assists Program Manager (PM) for grant and partner’s management, and supports the implementation of day-to-day activities of CREATE. Within the project, s/he may work in close partnership with support functions within Hivos HUB SEA, such as HR/Operations, Finance, etc
Roles and responsibilities
For administrative support
- Provide administrative support to program activities;
- Coordinate and make minutes of staff meetings;
- Document the highlights and agreements of key activities with partners and stakeholders;
- Ensure completion of contract documents to be sent to partner organizations and make a checklist and keep track of signed contracts.
- Arrange travel and accommodation for Hivos staff, partners, and consultants in relation to official duties and CREATE activities
- Organize workshops, and events under the guidance of the PO and PM.
- Contribute to the procurement process for hotel suppliers, expendable supplies and services;
- Foresee needs, recommend solutions and conduct tendering procedures as appropriate;
- Prepare comparative tables and shortlists the recommended supplier in accordance with Hivos procurement guidelines;
- Prepare purchase orders (after getting necessary quotations and authorization) or draft contracts;
- Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders; Knowledge and Requirements
- 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
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 1-13 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 May 29th, 2020.
Please specify the position name you are applying for (PA CREATE) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.
