Project Assistant (PA) GEDI

Yayasan Humanis dan Inovasi Sosial (Humanis) is a Jakarta-based non-profit development organization across Southeast Asia. Humanis works with marginalized groups and frontrunners to exercise rights and freedoms, bring about changes, and influence decisions. True to its name, Humanis envisions a just and sustainable societies across the region. We believe every individual is guaranteed to their rights and respect diversity. To achieve this, we work in three impact areas: Gender Equality, Diversity, and Inclusion (GEDI), Climate Justice (CJ), and Civic Rights in the Digital Age (CRIDA).

 

Humanis seeks qualified candidates for the position of:

Title                  :  Project Assistant (PA) GEDI

Duty Station      : Jakarta, Indonesia

Report to           :  Program Development Manager (PDM) GEDI

Duration            :  6 (six) months

 

Guiding Principles

Humanis has a zero tolerance policy towards sexual exploitation, assault, harassment and bullying and any behavior that undermines the dignity and well-being of individuals. The Policy entails a wide range of policies, procedures and activities seeking to address the welfare of staff, partner organization(s) and those come in contact with such as children (under 18 years old) and (vulnerable) adults.

By applying for this position, candidates acknowledge and agree to adhere to the Yayasan Humanis dan Inovasi Sosial Safeguarding Policy and commit to upholding the highest standards of professional and ethical conduct.

 

Functional Context

The Gender Equality, Diversity, and Inclusion (GEDI) impact area of Yayasan Humanis dan Inovasi Sosial (Humanis) focuses on advancing inclusive governance, promoting women’s leadership, and strengthening equitable participation across social and environmental initiatives. Within this impact area, the Project Assistant (PA) plays a vital operational role in ensuring the smooth and effective implementation of GEDI projects. The PA provides comprehensive administrative, logistical, and coordination support to facilitate project delivery and compliance with Humanis’ internal procedures, donor requirements, and operational standards.

 

Key responsibilities include managing documentation, supporting procurement and contracting processes, arranging logistics for meetings, events, and field activities, and maintaining accurate and timely administrative records. The PA also assists with program development, project reporting, supports monitoring activities, and ensures effective communication and coordination among GEDI team members, partners, and Humanis’ support units such as HR/Operations, Finance, Communications, and DMEL.

 

The PA works closely with the Program Development Manager GEDI (PDM GEDI) to support program development, grant administration, and day-to-day implementation. This includes assisting Project Managers (PMs) and Project Officers (POs) in organizing workshops, visits, and donor or partner engagements, as well as processing procurement and administrative requirements.

 

Assignments are delegated by the PDM GEDI based on program priorities and workload. The PA contributes to maintaining compliance, efficiency, and collaboration across Humanis departments to ensure seamless program operations and delivery.

 

Roles and responsibilities

1. Administrative Support
   1. Provide comprehensive administrative support to GEDI impact area and projects.
   2. Coordinate meetings, prepare and distribute minutes, and maintain organized documentation.
   3. Record key decisions and agreements with donors, partners, and stakeholders.
   4. Manage and track the completion of partner and vendor contracts, maintaining an updated checklist and archive.
   5. Arrange travel, accommodation, and logistics for Humanis staff, partners, and consultants.
   6. Organize workshops, training, and events under the guidance of PDM/PM/PO.
   7. Draft and process agreements and procurement documents with partners, consultants, and vendors.

 

2. Logistical and Procurement Support
   1. Support procurement processes for venues, supplies, and services in line with Humanis guidelines.
   2. Anticipate logistical needs and recommend cost-effective solutions.
   3. Prepare comparative bid tables and supplier recommendations following procurement standards.
   4. Prepare purchase orders and draft contracts after obtaining necessary approvals.
   5. Monitor the performance and deliverables of vendors and service providers.

 

Knowledge, and experiences

• Minimum of three (3) years of experience in administrative or project support roles, preferably in development, NGO, or donor-funded programs.
• Proven experience organizing events, workshops, and field activities, including related procurement and logistics.
• Strong skills in administrative documentation, contract management, and financial processes.
• Excellent organizational and coordination abilities, with attention to detail.
• Good interpersonal and communication skills; able to work collaboratively in a multicultural environment.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Teams).
• Experience in preparing reports and maintaining databases.
• Proactive, resourceful, and eager to learn new systems and processes.
• Willingness to travel within Indonesia and abroad as required.
• Excellent command of spoken and written English and Bahasa Indonesia.

  

What do we offer?

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

Position  graded in Grade: 4-5 (from 1-16 Yayasan’s salary grade).

 

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

 

Confidentiality Notice:

Humanis handles all applications with the strictest confidentiality. We are committed to safeguarding your privacy and ensuring the security of your personal information. Your CV and personal data will never be shared with third parties without your explicit consent, and the personal details of unsuccessful applicants will be securely deleted.