Senior Project Assistant, Enabling Blue Carbon
Please note that the deadline is based on Korean Standard Time Zone (KST, UTC+9)
INTRODUCTION TO GGGI
The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page.
POSITION SUMMARY
GGGI has been appointed as the implementing agency for โEnabling Blue Carbon in Indonesiaโ project by Ministry of Environment. Enabling blue carbon project will address gaps identified at policy level in terms of lack of data, research, and standard methodology for the inclusion of blue carbon ecosystems in Indonesiaโs NDC. This position will support a packed agenda of coordination, meetings, capacity enhancements, workshops, and other organizational processes during the project implementation. The Project Assistant will be responsible for providing operational and administrative assistance and coordination support for the implementation of the agreed Joint Workplans between GGGI and the Ministry of Environment (MoE) and the Ministry of Marine Affairs and Fisheries (MAF) to ensure prompt, responsive, accountable, and high-quality program delivery under these Work Plans. This project is funded by Global Affairs Canada (GAC).
PURPOSE
Provide operational and administrative assistance to ensure the implementation of the Joint Workplans with MoE and MAF according to schedule. Manage and maintain an efficient and complete filing system, database, and documentation related to invoices, activities and events, as well as preparation and filing of minutes of meetings Support the coordination and liaison with Government counterparts, government task forces, other partner agencies, as well as our pool of experts, and other stakeholders in accordance with the Standard Operating Procedures (SOP) agreed with the Government, ensuring compliance in planning, reporting, documentation, and stakeholder engagement. This will include:Ensuring that activity requests from the Work Units will be submitted in accordance with the mutually agreed templates for Terms of Reference, budgets and other requests. Ensuring that activities will be reported by the Work Units in accordance with the mutually agreed templates for Activity Reports and actual expenses. Ensuring that Hand-over Reports (Berita Acara Serah Terima/ BAST) are developed for each deliverable. Ensuring that Project Monthly Reports will be submitted to the Head of the Technical Team according to the agreed schedule. Organizing and making all necessary preparations for the monthly Coordination Meetings with the Head of the Technical Team. File and record all documents under the Joint Workplans, including terms of reference of activities and consulting services, activity reports, and minutes of meetings, and any variations to the agreed Joint Workplans. Ensure that the implementation of Standard Operating Procedures are aligned with the donor requirements. Support to financial management of the projects by tracking financial commitments, actual expenses, and supporting the monthly fund request submissions, including tracking and recording any revisions to the Project Budget. Assist in the planning and overseeing significant events, including the procurement, budgets and payments, invitations and confirmations, organizing logistics, and other organizational and logistical requirements.
ENGAGEMENT
Liaise with the contact persons in each Work Unit (directorate-level) of MoE, MAF and other relevant ministries and government agencies, including the Start-Up Team of the Enabling Blue Carbon Project to support logistics Ensure appropriate collaboration with the Sustainable Landscape team in the Indonesia office and other related projects in GGGI. Maintain good and close relationships with the projectโs partners, firms and consultants, and other key stakeholders. Closely collaborate and liaise with GGGIโs operations team in province to ensure the Project will be implemented in accordance with GGGIโs rules and procedures. Collaborate and liaise with GACโs administrative team and auditors.
DELIVERY
Sustain qualified and timely update of Joint Workplans with MoE and MAF, including the easy-to-access Standard Operating Procedures and templates. Facilitate regular meetings regarding projectโs coordination and management. Update internal Standard Operating Procedures for administration, procurement and other operational aspects are informed to the Project Staff. Maintain a Project Calendar which consists of significant events during the Project lifetime. Manage the database of contracted partners, consultants, and/or firms, including the status of payments and deliverables. Develop a mechanism to track actual expenses for each event by working with the Work Unit at the national level according to standards agreed with the government and GAC. Update SharePoint with structured archiving consisting of of all Projectโs deliverables and important documents. Prepare acknowledgement letter for each Projectโs activity as the Hand Over document. Carry out other specific operational tasks for project implementation as requested. Ensure that GGGIโs standards are applied and met accordingly.
REQUIREMENTS
QUALIFICATIONS
Bachelorโs degree in social sciences or administration disciplines or related fields. At least 2 years of relevant working experience with similar responsibilities as this position. Familiarity in working with government agencies in Indonesia. Experience in working with GAC and/or other international donor funded projects will be advantage. Fluency in English and Indonesian is a must The position will involve domestic travel.
FUNCTIONAL
Ability to develop and maintain good and healthy relationships with GGGI and its counterparts Ability to work in an organized, systematic manner, with degree of innovations and decision-making abilities Ability to write concise and clear minutes supplemented with effective filing and database system development and maintenance Ability to work together as a team and having flexibility in the field yet still uphold the standard operating procedure of the project Ability to perform in demanding atmosphere and self-motivate to produce quality results in timely manner Ability to communicate well with all stakeholders