Hivos Southeast Asia Job Consultant: Admin Assistant Green Energy, Jakarta - Indonesian

Hivos Southeast Asia is an International non-governmental organization guided by humanist values. It aims at structural poverty alleviation with a strong focus on civil society building and sustainable economic development. Hivos Southeast Asia provides financial support for local NGOs, is active in networking, lobbying and exchanging knowledge and expertise. For its Hivos Southeast Asia seeks qualified Indonesian candidates for the position of:
Title: Consultant Admin Assistant Green Energy
Duty Station: Jakarta, Indonesia
Duration: 4 (four) months – December 2017 to 31 March 2018
Report to: Operations Manager
The Administrative Assistant falls under the supervision of and reports to the Project Coordinator SII and in close coordination with Hivos Operations Managers.
The Administrative Assistant, under the guidance of Project Coordinator SII, is responsible to support day-to-day management of the SII operations especially the administrative task, including filing system.
The Administrative Assistant assists the Project Coordinator in the area of human resource management such as recruitment, the administrative such as filing and registration of documents as well as payment.
Roles and responsibilities
Administration and Project Administration
  • Assist Project Coordinator SII, Project Officer and Procurement Officer for administration and filing system (hardcopy and softcopy) in compliance with project administration procedures and Standard Operating Guidelines.
  • Provide administrative support to programme activities.
  • Drafting and distributing letters, announcements for internal and external communication.
  • Coordinate and make minutes of staff meetings.
  • Ensure completion of contract documents to be sent to partner organizations and make check list and keep track of signed contracts.
  • Ensure registration of proposal, contracts, confirmation of payments, and reports in Hivos Project Administration ‘Osiris’ in coordination with the Operations Manager.
  • Arrange travel and accommodation for SII staffs.
  • Generate confirmation receipt of payments by partner organizations to be signed by management; keep record of payments of receipts overdue and inform partner organizations accordingly.
  • Generate database transfer request from invoices to be submitted to Finance Assistant for payment process.
  • Assist in arranging meeting, workshop, event as requested by staff in coordination with Project Coordinator.
  • Assist Procurement Officer on documenting procurement documents and dealing with third parties
Knowledge and experience
  • Relevant education level of working and thinking
  • Relevant work experience: 1-3 years
  • Affinity with administrative procedures.
  • Work experience in international environment
To apply for this consultancy position please submit your CV and a cover letter hr.sea@hivos.orgno later than 27 November 2017, with email subject: GE-Admin Assistant.  Only shortlisted candidates will be notified.