Project Assistant (PA)

Yayasan Humanis dan Inovasi Sosial (hereinafter: Humanis), an affiliate organization of Hivos, is a Jakarta-based non-profit development organization that works across the Southeast Asia region. Humanis works with marginalized groups and frontrunners to exercise rights and freedoms, bring about changes, influence decisions and hold those in power to account. As the name itself suggests, Humanis envisions just and sustainable societies in Southeast Asia that fulfill and protect the rights of each individual, as well as respect differences and backgrounds. To achieve our vision, we focus on three impact areas: Gender Equality, Diversity, and Inclusion (GEDI), Civic Rights in the Digital Age (CRIDA), and Climate Justice. Currently, we have ongoing programs in Indonesia, Timor-Leste, the Philippines, and Vietnam.

Humanis seeks qualified candidates for the position of:

Title                      :  Project Assistant (PA)

Duty Station       : Jakarta, Indonesia

Report to             :  Project Manager GEDI

Duration              :  1 year

 

Aim of the Job

Inspired by humanist values, Yayasan Humanis dan Inovasi Sosial implements Phase II — Accelerating and Strengthening the Action of RUU-PKS to the Parliament (ASAP!) Project Specifically impacted to improve access to justice for victims of gender-based violence (and their families) in Indonesia after the enactment of the TPKS (Anti Sexual Violence Law) Law and intended to achieve three outcomes:

• Drafted Regulations of the TPKS Law (PP, Presidential Decree, and Ministerial Regulation) in government institutions and others;
• Strengthened capacity of relevant law enforcers and paralegals in handling anti-sexual violence cases with victim-rights perspectives and approaches;
• Increased public awareness of the implementation, practicality, and impact of the TPKS Law.

 

Project Assistant is aimed to support PDM, PM, and FO in administration, procurement, and organizing, particularly responsible for ensuring compliance of all administrative reporting during the inception period as detailed below:

 

Functional Context

S/he assists PO for implementation of Phase II — Accelerating and Strengthening the Action of RUU-PKS to the Parliament (ASAP!) Project, assists Program Manager (PM) for grant and partner’s management and supports the implementation of day-to-day activities of ASAP!. Within the project, s/he may work in close partnership with support functions within Yayasan Humanis dan Inovasi Sosial, such as HR/Operations, Finance etc

 

Roles and responsibilities

For administrative support

1. Provide administrative support to program activities;
2. Coordinate and make minutes of staff meetings;
3. Document the highlights and agreements of key activities with partners and stakeholders;
4. Ensure completion of contract documents to be sent to partner organizations and make checklist and keep track of signed contracts;
5. Assist field team and partner organizations on administrative procedures implemented in the project ASAP! phase II and overall Yayasan Humanis dan Inovasi Sosial;
6. Arrange travel and accommodation for the project ASAP! phase II activities and overall Yayasan Humanis and Inovasi Sosial staff and consultants in relation to official duties;
7. Organize workshops, and events event under the guidance of PM.
8. For logistical support
9. Contribute to the procurement process for hotel suppliers, expendable supplies, and services;
10. Foresee needs, recommend solutions, and conduct tendering procedures as appropriate;
11. Prepare comparative tables and shortlist the recommended supplier in accordance with Yayasan Humanis dan Inovasi Sosial procurement guidelines;
12. Prepare purchase and service orders (after getting necessary quotations and authorization) or draft contracts;
13. Follow up on the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders, Knowledge, and Requirements.

 

Knowledge, experiences, and competencies

• At least related experience of 3 (three) years minimum in conducting events, including the related procurement mechanism such as venues, related consultants, etc
• Fresh graduates with an internship background in project support are welcome to apply
• Have experience in dealing with administration, such as bidding documents, contracts, invoices, etc
• Good communication skills and ability to create a team spirit in the office
• Ability to work independently and take initiative, but also a team worker
• Knowledge of major software applications (Excel, Word)
• Have experience in developing activity report
• Active, dynamic, have a willingness and eagerness to learn new ideas
• Experience in working as a team
• Able to travel as required
• Excellent command of English

 

We Welcome You to Apply

We celebrate diversity and are committed to creating an inclusive environment for all employees. We particularly encourage applications from rightsholders and communities that have historically been excluded from access to employment, including candidates who are gender and sexual minority, from ethnic and/or religious minority communities, with a disability, impairment, learning difference, or long-term condition, with caring responsibilities, and from less advantaged socioeconomic backgrounds

 

What do we offer?

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

PA position graded in Grade: 4 (from 1-16 Yayasan’s salary grade).