Senior Project Assistant

GGGI has been appointed as the implementing agency for “Enabling Blue Carbon in Indonesia” (EBC) project by Ministry of Environment and Forestry. Enabling blue carbon project will address gaps identified at policy level in terms of lack of data, research, and standard methodology for the inclusion of blue carbon ecosystems in Indonesia’s NDC.  This position will support a packed agenda of coordination, meetings, capacity enhancements, workshops, and other organizational processes during the project implementation. The Project Sr Assistant will be responsible for providing operational and administrative assistance and coordination support for the implementation of the agreed Joint Workplans between GGGI and the Ministry of Environment and Forestry (MoEF) and the Ministry of Marine Affairs and Fisheries (MAF) to ensure prompt, responsive, accountable, and high-quality program delivery under these Work Plans. This project is funded by Global Affairs Canada (GAC).

• This position will report to the EBC Project Manager of the GGGI Indonesia. S/he should be willing to travel if needed
• Provide operational and administrative assistance to ensure the implementation of the Joint Workplans with MoEF and MAF according to schedule.
• Manage and 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
• Support the coordination and liaison with Government counterparts, government task forces, other partner agencies, as well as our pool of experts, and other stakeholders
• Support to financial management of the projects by tracking financial commitments, actual expenses, and supporting the monthly fund request submissions, including tracking and recording any revisions to the Project Budget.
• Assisting in the planning and overseeing significant events, including the procurement, budgets and payments, invitations and confirmations, organizing logistics, and other organizational and logistical requirements.

Engagement:

• Liaise with the contact persons in each Work Unit (directorate-level) of MoEF, MAF and other relevant ministries and government agencies, including the Start-Up Team of the Enabling Blue Carbon Project to support logistics
• Ensure appropriate collaboration with the Sustainable Landscape team in the Indonesia office and other related projects in GGGI.
• Maintain good and close relationships with the project’s partners, firms and consultants, and other key stakeholders.
• Closely collaborate and liaise with GGGI’s operations team in province to ensure the Project will be implemented in accordance with GGGI’s rules and procedures.
• Collaborate and liaise with GAC’s administrative team and auditors.

Deliver:

• This will include to support the Project Manager in:
• Ensuring that activity requests from the Work Units will be submitted in accordance with the mutually agreed templates for Terms of Reference, budgets and other requests.
• Ensuring that activities will be reported by the Work Units in accordance with the mutually agreed templates for Activity Reports and actual expenses.
• Ensuring that Hand-over Reports (Berita Acara Serah Terima/ BAST) are developed for each deliverable.
• Ensuring that Project Monthly Reports will be submitted to the Head of the Technical Team according to the agreed schedule.
• Organizing and making all necessary preparations for the monthly Coordination Meetings with the Head of the Technical Team.
• File and record all documents under the Joint Workplans, including terms of reference of activities and consulting services, activity reports, and minutes of meetings.
• Ensure that the implementation of Standard Operating Procedures are aligned with the donor requirements.
• Sustain qualified & timely update of Joint Workplans with MoEF and MAF, including the easy-to-access Standard Operating Procedures and templates.
• Facilitate regular meetings regarding project’s coordination and management.
• Maintain updated internal Standard Operating Procedures for administration, procurement and other operational aspects are informed to the Project Staff.
• Maintain a Project Calendar which consists of significant events during the Project lifetime.
• Update database of the contracted partners, consultants, and/or firms, including status of payments and deliverables.
• Update SharePoint with structured archiving consisting of all Project’s deliverables and important documents.
• Generate acknowledgement letters for each Project’s activity as the Hand Over document.
• Ensure that GGGI’s standards are applied and met accordingly.
• Carry out other specific operational tasks for project implementation as requested.

Requirements Qualifications:

• Bachelor’s degree in social sciences or administration disciplines or related fields
• At least 3 years of relevant working experience with similar responsibilities as this position
• Familiarity in working with government agencies in Indonesia.
• Experience in working with GAC and/or other international donor funded projects will be an advantage.
• Fluency in English and Indonesian is a must

Source: https://careers.gggi.org/vacancy/senior-project-assistant-enabling-blue-carbon-564248.html