Senior Project Assistant

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Description

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The Senior Project Assistant primary engagement is to become liaison between GGGI Project team and relevant stakeholders, notably government counterparts at national and sub-national level. The Senior Project Assistant will coordinate with GGGI provincial teams, notably with Senior Program Assistants on administrative and financial activities as well as preparation event and travel as necessary in the Project. The Senior Project Assistant is responsible for ensuring the information management are properly handled and tracked, including documents filling, documenting of processes, taking meeting notes, event preparation and execution, arranging itineraries, and liaison with relevant stakeholders. The Senior Project Assistant will report to the Sr. Investment Officer – Sustainable Landscape.

Engagement:

• Liaise with contact persons in relevant ministries, government agencies, and project partners focused on sustainable landscape investments.
• Ensure appropriate collaboration with the Sustainable Landscape team and other related projects in GGGI.
• Maintain good relationships with project partners, firms, consultants, and key stakeholders relevant to the Project.
• Collaborate with GGGI’s operations team to ensure project implementation aligns with GGGI’s rules and procedures.
• Coordinate closely with Project team in Jakarta and GGGI provincial team to ensure adherence to operating protocols and service delivery.
• Assist in coordinating with donor and partners’ administrative teams and auditors for sustainable landscape projects

DELIVERY

• Ensure activity requests from project partners are submitted using agreed templates.
• Collect, prepare and organize activity reports, expense documentation and hand-over Reports (Berita Acara Serah Terima/ BAST) for project deliverables.
• Compile Project Monthly Reports for sustainable landscape investments.
• Maintain updated internal Standard Operating Procedures for administration, procurement, and other operational aspects of Project.
• Support the technical aspects of the project, including information gathering and data processing, drafting summaries of relevant regulatory framework, and potential synergies and/or overlap with other initiatives in the relevant sector with Project.  
• Maintain an updated database of contracted partners, consultants, and firms involved in Project.
• Support the provision of required inputs for carrying out internal/external audits in compliance with the requirements and standards of GGGI and respective donors.
• Support the maintenance of a database of contracted partners, consultants, and firms involved in sustainable landscape projects, including payment and deliverable status.
• Assist in tracking actual expenses for each project event, working with relevant units according to standards agreed with the government and donors.
• Assist in developing and maintaining detailed project work plans, calendar, timelines, and budgets for sustainable landscape initiatives and significant project events.
• Manage and maintain an efficient filing system, database, and documentation related to sustainable landscape investment activities, including invoices, events, and meeting minutes.
• Manage and maintain Project Tracking system, ensuring timely manner delivery for technical and financial aspect in the project.
• Ensure SharePoint is updated with structured archiving of all project deliverables and important documents related to sustainable landscape investments.
• Ensure that GGGI’s standards are applied and met in all project-related activities.

Requirements:

Qualifications:

• Bachelor’s degree in social sciences, administration, economics, accounting or related fields.
• At least 3 years of relevant working experience with similar responsibilities as this position.
• Familiarity with working with government agencies in Indonesia.
• Experience in working with international donor-funded projects will be an advantage.
• Strong knowledge of sustainable landscape management, climate change mitigation, and conservation practices will be an advantage
• Excellent project management skills, including experience with project management software and methodologies.
• Advanced proficiency in Microsoft Office suite, particularly Excel for financial management and data analysis.
• Strong analytical and problem-solving skills, with the ability to think critically and strategically.
• Willingness to travel frequently within Indonesia
• Fluency in English and Indonesian is a must

Source: https://careers.gggi.org/vacancy/senior-project-assistant-sustainable-landscape-investment-partnership-572139.html

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