Project Assistant

The primary role of the Project Assistant is to support the Project Team in the timely delivery of outputs and activities within South Kalimantan province. S/he will be responsible for supporting when necessary operational and project tasks related to administration, procurement, event preparation, and preparation of materials, among other related duties.

The Project Assistant will report to the Senior Provincial Program Officer under strategic guidance from the project Team Lead. This position will involve domestic travel.

Engagement:

• Work closely with the provinces team and project team to support the project implementation in all aspects related to administration and to ensure adherence to operating protocols and service delivery.
• Maintain an efficient and complete filing system, database, and documentation related to invoices, activities, and events, as well as preparation and filing of minutes of meetings.
• Act as contact person and/or focal point in South Kalimantan for support on project activities and ensure full compliance with GGGI’s regulations, rules and procedures.
• Support the provincial team in coordination and liaison with Government counterparts, government task forces, other partner agencies based in Central and South Kalimantan and other GGGI relevant institutions/stakeholders.

Delivery:

• Provide operational and administrative assistance to ensure prompt, responsive, accountable, and high-quality program delivery, fully meeting established institutional policies, standards and donor requirements across budget execution, procurement & human resource processes implementation and other operational functions in South Kalimantan province.
• Assist in organizing meetings, including preparation of necessary materials and taking meeting notes, to facilitate smooth proceedings in alignment with project objectives.
• Supporting the project team in conducting fact findings, including information gathering and data processing, drafting summaries of relevant regulatory framework, and potential synergies and/or overlap with other initiatives in the sector.
• Support in the preparation of events at Central and South Kalimantan, working closely with the Project Team to ensure logistical arrangements are in place for successful outcomes, including budget estimations, documentation, calendars.
• Assist in preparation and implementation of procurement of goods and consultants, providing budget estimates and supporting the preparation of payments, managing event invitations and participant confirmation lists, organizing logistics, and any other relevant items.
• Ensure and support official travel, through local travel vendor arrangement, for consultants or other external parties, and compile monthly travel reports.

Requirements:

Qualifications:

• Bachelor’s degree in business administration, administration, environmental study, or any other related fields.
• Preferred minimum 2 years of relevant working experience in an administrative or project support role. Internship experience will be considered.
• Experience in working with the government of Indonesia is preferred.
• Experience in International Organizations will be an asset.
• Experience in organizing events in a dynamic environment with a variety of stakeholders.
• Familiarity with the sustainable landscape sector.
• Fluency in English and Bahasa Indonesia oral and written communication skills, including reporting and presentations are essential.

Functional  :

• Possess proficiency in administrative processes crucial for successful project implementation.
• Ability to liaise and work fluidly and seamlessly with relevant units and staff.
• Dedicated team player, with result-oriented, pro-active, and creative mindset to solve problems.
• Excellent multi-cultural literacy and interest in being a part of an international team.
• Willingness and ability to travel as needed, especially to events that the Project is organizing or participating (occasional).
• Ability and willingness to work in a flexible and agile manner and deliver according to the demand of the Project.

Source: https://careers.gggi.org/vacancy/project-assistant-central-and-south-kalimantan-563628.html