Hivos Southeast Asia Job Vacancy: Strategic Partnership for Open Contracting Project Support, Jakarta - Indonesian

Hivos is an international development organization that seeks new solutions to persistent global issues. Founded in 1968 and inspired by humanist values, Hivos works in Africa, Asia, Latin America and the Middle East at a local, regional and global level, together with local civil society organizations in developing countries to contribute to a free, fair and sustainable world. Through smart projects in the right places, Hivos opposes discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. The Southeast Asia Hub is located in Jakarta, Indonesia, with offices in the Philippines, and Timor-Leste. Hivos Southeast Asia Hub currently works with approximately 69 partners, under two clusters, OPEN and GREEN, and is active in networking, lobbying and exchanging knowledge and expertise. For its Hivos seeks qualified Indonesian candidates for the position of:

Title: Strategic Partnership for Open Contracting Project Support

Duty Station: Jakarta, Indonesia

Duration: 11 (eleven) month from February to December 2019, with total maximum 20 working days per month

Report to: Program Manager Open Contracting

Hivos and ARTICLE 19 are currently implementing the Civic Engagement for Open Contracting program that supports independent journalists, activists, businesses and civic watchdog organizations in their efforts to use contracting data and public revenue flows for public scrutiny, advocacy campaigns and translate it into meaningful information for citizens. In Indonesia, Open Contracting programme work as an ecosystem and closely work with 4 organizations at the national level and 3 organizations at the subnational level.
In order to implement all indicated activities and also the main objectives identified in the theory of change, Hivos is seeking for a Strategic Partnership Open Contracting Project Support. The consultant will work closely with Open Contracting Finance Officer and Strategic Partnership Junior Project Officer (JPO) to ensure compliance of all administrative reporting.

Responsibilities and Deliverables

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 check list and keep track of signed contracts.
  • Arrange travel and accommodation for Hivos staff, partners, and consultants in relation to official duties and Hivos Open Contracting activities
  • Organize workshops, and events event under the guidance of the Program Manager.
For logistical support
  • Contributes to procurement process for hotel suppliers, expendable supplies and services;
  • Foresees needs, recommends solutions and conducts tendering procedures as appropriate;
  • Prepares comparative tables and shortlists the recommended supplier in accordance with Hivos procurement guidelines;
  • Prepares 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;

For knowledge management support
  • To provide coaching clinic/training for partners on storytelling on human interest perspectives
  • To supervise and/or translate communication and campaign products for broader audience;
  • To ensure inclusivity in each communication/campaign materials through content and structure of the products

We are seeking Individuals with the following qualities:
  • 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, invoice, 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 willingness and eagerness to learn new ideas;
  • Experience in working as a team;
  • Able to travel as required
  • Excellent command of English
How to Apply
Interested parties must submit a Curriculum Vitae ( maximum 3 pages),  to by 30 January 2019 , 12.00 PM Jakarta Time with email subject: Project Support Consultant Open Contracting