Hivos International

Project Officer Green Society

Hivos Southeast Asia seeks qualified Indonesian candidates for the position of:
Vacancy Name: 
Project Officer Green Society
Number of hours: 
40 ( forty) hours per weeks for 1 (one) year
Region: 
Southeast Asia
Office: 
Jakarta, Indonesia

Job context

PDMs will pay more attention to fundraising and it is deemed wise to provide program development support. The Project Officer supports management and Hub SEA PDM’s in the operational and administrative organisation of the work of the Department or Hub, according to the requirements and procedures of the Hivos organisation. The main responsibility for this position is to assist the management of Hivos portfolio programmes and maintain communication with related stakeholders. For these tasks the Project Officer will report to the PDM Green Society.

Hivos has been awarded a contract from PRISMA for a cattle fodder project in NTB until the end of October 2018. The project will require the services of a Project Officer.

Hivos Hub SEA has obtained funding from Hivos Global Office to assess the possibilities of developing a Renewable Energy Facility. This activity will need support from a Project Officer.

Your responsibilities

A.       For the PDM support

01.   Record new project opportunity identified by PDMs and/or other Hivos staff, maintain a project database and track the progress of PDMs in following up;

02.   Ensure all fund raising conversations etc. are logged in the database and action points are followed through;

03.   Maintain database of consultants (proposal writers) supporting proposal development process. Develop and maintain a roster of consultants, experts and other relevant persons which are considered suitable candidates for future program development and as project team members.

04.   Provide support to proposal preparation, especially to the proposal coordinator during time of proposal writing and submission. This support includes but is not limited to: partner liaison, information exchange, scheduling of meetings and (field) visits, contracting of proposal writers, consultants and other relevant experts or support executives, logistics to the proposal writing team;

05.   Provide general support in terms of logistics, administration and finance by preparing TORs, maintain address lists and email lists, ensure proper documentation and filing, contact people in the network to support PDM activities;

06.   Assist in preparing programme meetings of the PDMs and make minutes of the meetings. Ensure minutes are disseminated timely and followed up by the respective PDMs (through reminders). Assist in skype and other sessions with relevant stakeholders in preparation of proposals;

07.   Osiris update for contract development, sending the contract to the partner/ consultant and maintaining Osiris process;

08.   Support in arranging events such as meetings, workshop, training related to program development/ fund raising processes. The support needed to include venue preparation, participant confirmation and logistics arrangement etc.;

09.   As Osiris key user coordinate all programme related transactions in Osiris linked to grant making;

10.   Coordinate and support travel arrangements for all programme staff

B.     For the PRISMA support

01.   Act as liaison between Hivos and the Field team in NTB (Project Manager, Field Officers, MRM officer and Admin and Finance Assistant).

02.   Work closely together with the Financial Officer tasked with this project.

03.   Undertake all necessary administrative, logistical and financial activities needed to support the team;

04.   Store and maintain digital and hardcopy files of the project to ensure accountability, internally as well as externally;

05.   Produce minutes of meetings, process worksheets, maintain communication with the team members, report problems to the supervisor and assist in problem solving;

06.   Assist in preparing TORs, contracts and other documents and having these signed by the appropriate persons.

07.   Assist in organizing events and other project activities as deemed necessary. It is possible that incidental travel to the project site is required.

C.     For the Renewable Energy Facility support

01.   Document all progress of the Renewable Energy Facility Work

02.   Work closely together with the Financial Officer tasked with this project.

03.   Undertake all necessary administrative, logistical and financial activities needed to support the project and any consultants;

04.   Store and maintain digital and hardcopy files of the project to ensure accountability, internally as well as externally;

05.   Produce minutes of meetings, process worksheets, maintain communication with the team members, report problems to the supervisor and assist in problem solving;

06.   Assist in preparing TORs, contracts and other documents and having these signed by the appropriate persons.

07.   Assist in organizing events and other project activities as deemed necessary.

Your profile

-       Excellent knowledge of development issues and in an international/multilingual environment.

-       Work experience in supporting professional organisation: 3  years.

-       Strong organizational, administrative and communication skills, particularly proficiency of writing in English.

-       A good team worker, dedicated to development work and ready to help others in their work.

-       Able to work under limited supervision.

What we offer

An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.

Project Officer Green Society graded in Grade: 6  (from 1-12 Hivos’s SEA salary grade)

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..

What is Hivos? 

Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Counterbalance alone, however, is not enough. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies.