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Arbeiter-Samariter-Bund (ASB) is a German relief and social welfare organisation engaged in a wide range of social services in Germany and abroad. ASB started working in Indonesia in 2006 following the Yogyakarta earthquake, in the Philippines in 2014 following Typhoon Haiyan, and to other countries in South and Southeast Asia since 2017. ASB South and South-East Asia, formerly ASB Indonesia and the Philippines, is committed to improving meaningful access and participation for all. Strengthening individuals, communities, organisations, networks and decision makers’ capacities to create positive change, and enhance societies’ ability to manage risk.
In preparation of a funding opportunity for our new project, we are looking for enthusiastic, experienced and highly motivated individuals to fill this position. Hiring is contingent upon the successful award of the project.
Position Title : Project Support Officer
Location : Manggarai Barat, East Nusa Tenggara (NTT)
Contract Duration : 6 Months
Anticipated start date : To be confirmed upon project award
Salary : ASB offers a competitive salary package commensurate with experience
Closing date : Monday, 17 November 2024
PROJECT SUMMARY:
The ‘HARMONI’ project aims to strengthen inclusive green economic growth in rural areas in Manggarai Barat District by positioning persons with disabilities and other marginalised groups as key economic actors. Building upon the achievements of previous ASB initiatives in integrating climate resilience into local planning and community-based resource management, this six-month project focuses on operationalising inclusion within village-level green enterprises and governance systems. Through collaboration with local Organisation of People with Disabilities (OPD), community enterprises, and district/village governments, the project will enhance the entrepreneurial and leadership capacities of marginalised groups; integrate GEDSI (Gender Equality, Disability, and Social Inclusion) principles into local economic and institutional systems; facilitate access to local climate finance and market opportunities; and strengthen coordination between local government, civil society, and the private sector to ensure sustainability. The project will be implemented in Repi and Warloka Pesisir Villages of Manggarai Barat District in partnership with Rumah Pekerti and the Persatuan Penyandang Disabilitas (PPD) Manggarai Barat.
POSITION SUMMARY:
The Project Support Officer plays a key role in ensuring the smooth and accountable implementation of the project. The position provides administrative, financial, and logistical support to the project team, particularly in coordinating field operations, managing cash advances and expenditure reports, and maintaining documentation.
Working under the supervision of the Project Manager and in close coordination with Project Officers and the Finance team in Yogyakarta, the Project Support Officer ensures that all financial and administrative processes comply with ASB and donor standards, as well as the regulations of the Indonesian government.
Duties & Essential Job Function:
1. Procurement and finance-related tasks:
- Organise procurement and logistical requirements for all field project activities in line with ASB procurement procedures.
- Prepare contracts for goods/service providers and ensure timely approval of purchase documents.
- Monitor all procurement-related contracts and agreements to ensure timely delivery and closure.
- Coordinate with Project Officers to ensure proper pre-delivery inspection and documentation.
- Compile, provide initial verification, and manage all supporting documents for payments (vouchers, contracts, purchase orders, travel requests, payment justifications, etc.) originating from both the Project Support Officer and other project staff.
- Serve as the main point of coordination between the project team and the Finance team in Yogyakarta for submission, review, and approval of all financial and administrative documents to ensure accuracy, completeness, and timely processing of payments.
- Manage cash advances for project activities, including expenditures and advance reports, in accordance with ASB financial procedures.
- Ensure compliance of all financial transactions and expenditures with ASB and donor standards.
- Maintain an organised and accurate filing system of all financial documents and procurement records.
2. Administrative and logistical support:
- Organise meetings, workshops, and project-related events, including logistical arrangements.
- Coordinate schedules, appointments, and deadlines for the project team.
- Manage project documentation, including contracts, reports, attendance lists, and correspondence.
- Maintain an up-to-date project filing and database system (both hard and soft copies).
- Support Project Officers in the administration and documentation of capacity-strengthening activities (training, workshops, mentoring).
- Manage office rental, including monthly utilities payment and reporting.
- Manage vehicle rental, including driver schedule, overtime, fuel, maintenance and lead communication with vehicle vendor and maintain supporting documents for payment and reporting.
- Manage office stationeries and office equipment arrangement.
- Assist in maintaining and updating the MEAL database and relevant documentation.
3. Communication and coordination
- Facilitate communication and coordination among the project team, including providing regular updates on financial and administrative requirements.
- Liaise between the Project Officers, local partners, and the Finance team to ensure smooth financial and administrative flow.
- Support the preparation of meeting agendas, minutes, and documentation of key decisions.
4. Compliance and other tasks:
- Support the Project Officers in preparing and delivering training/workshops as needed.
- Facilitate communication and coordination between team members, stakeholders, and external partners.
- Support ASB Emergency Response Team’s operations as required.
- Comply with ASB Safety and Security guidelines, communications guidelines, Code of Conduct, SOP, Antifraud and Anticorruption, PSEAH and other safeguarding policies; and actively contribute to a safe, secure and healthy working environment for all team members, partners and project participants.
- Any other duties as advised by the Project Manager concerning administrative and logistical support.
Qualifications /Requirements:
1. Education: Minimum Bachelor’s Degree in accounting, business administration, social sciences or another related field.
2. Experience:
- Minimum 2 years of relevant experience in administration or project support, preferably with INGOs or development programs.
- Experience managing cash advances and expenditure reports.
- Familiarity with financial and procurement procedures in development project settings
3. Skills:
- Computer Proficiency: Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint).
- Organisational Skills: Strong organisational and time management skills to manage project schedules, deadlines, and administrative tasks effectively.
- Communication Skills: Excellent written and verbal communication skills to facilitate effective communication within the project team and with stakeholders.
- Adaptability: Flexibility and adaptability to handle changing project requirements and priorities.
- Teamwork: Collaboration and teamwork skills to work effectively with project teams and stakeholders.
- Problem-Solving Skills: Ability to identify issues or challenges and propose solutions or escalate them to the appropriate parties.
- Attention to Detail: A high level of attention to detail to ensure accuracy in documentation and project-related tasks.
4. Language: The ability to communicate and understand English is an asset.
5. Travel: Willingness to be based in Manggarai Barat and travel to the project locations.
HOW TO APPLY:
Please submit your application via the following link: ASB Application Form
At ASB, we are committed to creating an inclusive and diverse workplace. We are proud to be an Equal Opportunity Employer and strongly encourage persons living with disabilities to apply.
Don’t miss this opportunity to advance your career with us. Apply now and become a part of our mission.
We look forward to receiving your application.
