Project Administrative/Procurement Officer – Green Energy

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.

In 2010, Hivos Southeast Asia started the Iconic Island initiative by choosing the Indonesian island of Sumba in East Nusa Tenggara as the ‘Iconic Island’. Sumba Iconic Island initiative (SII) aims to provide access to reliable renewable forms of energy to the population of this island, and in doing so, ending their dependency on fossil fuels and support development and economic activities of the local population. With years of experience working with partner organizations to establish access to sustainable energy in developing countries, Hivos Southeast Asia is convinced that converting to sustainable energy while combining poverty reduction, is possible on a large scale. The results of the Iconic Island initiative should become an example for other parts of the world.

Currently, Hivos Southeast Asia is in a partnership agreement with the Directorate-General for International Cooperation (DGIS) of the Netherlands Government, which allows Hivos Southeast Asia to rapid scale up renewable energy access and income benefits by replicating the successful approaches and business models developed under our Sumba Iconic Island (SII). The partnership agreement is working to achieve two outcomes; improvement of rural livelihoods through utilization of renewable energy in rural communities; and sustainable business models to create market (energy market and energy appliances market) of off-grid RE technologies adopted.  For its Hivos Southeast Asia seeks qualified Indonesian candidates for the position of:


Title                 :  Project Administrative/Procurement Officer – Green Energy

Duty Station    :  Jakarta, Indonesia

Duration          :  7 (Seven) months, until October 2018

Report to         :  Project Manager Green Energy


The Project Administrative/Procurement Officer Green Energy falls under supervision of and reports to the Project Manager Green Energy.


Roles & Responsibilities

A.    Administration

• Ensure documentation, filing and dissemination of minutes meeting, fundraising document, project opportunities, consultants, contracts and project documentation (soft and hard copy); each into specific predetermined database/ folder
• Manage a grant management software (Osiris) covers update for contract development, sending the contract to the partner/ consultant and maintaining the updatedOsiris processes
• Provide support for donor reporting processes (deliverable checklists and supporting documents)
• Manage a tidy and complete project folders in Qsync for effective documentation
• Provide support for proposal preparation 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.
• Coordinate and support travel arrangements for all Green Energy programme staff
• Support the logistics of events (conferences, workshops, forums, visits, and training) at local, national, and regional levelsincluding preparing the budget and payment for finance.

B.    Procurement and Logistics

• Prepare and manage all aspects of procurement (goods and service) including purchase requests, purchase / service orders, tender, goods quality check and contract documentation, consultants as well as assessment processes and contract negotiation as required.
• Monitor sub-contractor activity, cost and performance to ensure compliance with subcontract terms and conditions to ensure value for money.
• Ensure quality financial and administrative compliance and reporting, convening service provider meetings were necessary.
• Process and monitor sub-contract invoices and acquittals against the basis of payment. Check disbursements including verification of calculations and completeness of supporting documents required under the sub-contract.  This may require assisting the sub-contractor in preparing proper invoices and financial reports.
• Maintain the sub-contracts database and all relevant information for monitoring sub-contractor progress and performance.
• Inspect, audit, operate or test procured goods such as computer, mechanics and electronics, in cooperation with relevant experts;
• Responsible to ensure the project equipment are working at best performance, as well as documenting and procure to replace broken equipment
• Check project asset and inventory regularly and update database as per information based on checking result in coordination with IT.
• Assist project partners in setting up/ monitor their procurement, logistic and warehouse system
• Response to donor request or audit as needed

Knowledge and experiences:

• Bachelor degree in Economics, Management, Supply Management, Business Administration or other relevant subject.
• Proven working experience as admin, procurement and logistics of minimum 3 years.
• Strong organizational, administrative and communication skills
• Proficiency of writing in English.
• Knowledge of sourcing and procurement techniques.
• Talents in negotiations and networking.
• Experience in managing database system.
• Experience in collecting and analyzing data.
• Experience working in international organization.
• A good team worker, diligent and ability to cope with fast pace working environment.

What do we offer?

• An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
• Project Administrative/Procurement Officer, graded in Grade: 6-7 (from 1-12 Hivos’s SEA salary grade)

How to apply?

To apply for this position please submit your CV and a cover letter to hr.sea@hivos.org no later than 1 April 2018.

Please specify the position name you are applying for(‘Admin/Procurement Officer’) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.

Opened position for national level / Indonesian nationality.

For more information about Hivos Southeast Asia, visithttps://www.hivos.org/

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info@telegram group | Mar 23, 2018