Project Assistant DRR Project (based in Bandung FO)

Intro text

Application deadline: Mgg 26 Mei 2019

PROJECT ASSISTANT

1 (one) position, based in Bandung Field Office

 

 

ROLE PURPOSE:

West Java is a province with the highest potential risk of natural disasters in Indonesia, where 98 percent are hydro meteorological disasters (floods, landslides). It also experiences frequent drought, earthquakes and volcanic activities. It is home to 17.2 million children, or 33 % of the total west Java population. Vulnerability in Java is high due to high poverty, large population, low human development index and a high unemployment rate. These characteristics exacerbate the impact of a disaster on communities since they do not have resilience to deal with disasters and to bounce back. When cross referencing the Disaster Risk Index (National Agency for Disaster Management (BNPB), 2013) and the level of poverty, there are many districts which have both a high disaster risk threat and a high level of poverty.

 

The responsibility for disaster management is decentralized to the district, municipal and provincial government levels, with support from BNPB and national government agencies when required. Since the gap in emergency preparedness and response is mainly at provincial and district levels, therefore, it is important to focus preparedness interventions at district level and on the most prone districts where we have existing projects. Focusing on EiE (Education in Emergency) and CPiE (Child Protection in Emergency), the project aims to increase resilience and strengthen preparedness of schools and communities in the most-prone-to-disaster-districts in West Java, namely Tasikmalaya, West Bandung and Bandung districts. The interventions will be conducted through strengthening capacity and improving preparedness plans of school, communities as well as strengthening the capability of key district government actors in education and child protection sectors; which built upon the Comprehensive Schools Safety (CSS) program. This project will also strengthen the roles of District Education Office and Disaster Management Office (BPBD) at the provincial and District levels, and continue to sensitize and roll out the Child Protection Minimum Standards in Humanitarian Interventions (CPMS) to Academics/University, CSOs and youth groups. Teachers and students will be both the main beneficiaries as well as the agents of change. As gender inequalities remains the problem in Indonesia, and West Java in particular, the project will look into gender vulnerability related to disaster.

 

The Project Assistant will assist DRR project leaders and team in preparation of documents and communication on administrative of logistic and financials affairs.

 

 

Reports to: DRR Project Coordinator

Dimensions: The post holder will work internally closely with DRR Project Coordinator, DRR Specialist and Project Officer to assist and support in administration, logistic and financial works during preparation and implementation of project activities.

Staff directly reporting to this post:  n/a

 

 

KEY AREAS OF ACCOUNTABILITY:

Project Management:

·       Facilitate DRR Coordinator to prepare activity ToR and non-personnel SoW based on program planning activities.

·       Support DRR Coordinator on preparation and implementationof project activities, such as procure stationeries for project meeting in the field, photo copy documents for training/meeting.

·       Ensure all activities related to project are well documented; such as Minutes of Meeting and narrative activity report.

·       File and maintain evidence, data and documents regarding to project administration such copy of invoices, copy of deliverables form,  copy of consultant s deliverable, copy of receipts, list of attendants of meeting etc

·       Follow the logistic, procurement and finance procedures for activities that will be held.

·       Inform people that will be invited or participating in project activities.

·       Maintain contact list and relationship of government, other stakeholders, community and target beneficiaries, as well as implementing partners in order to make project activities well run and smoothly.

·       Providing support to external and internal auditor as required.

 

Financial Management

·       In coordination with all Program team, handling related administration and financial report.

·       Prepare cash advance request and cash advance return including supporting documents for program activities and joint activity at district/province and national level

·       Ensure cash advance request and cash advance return documents are prepared and completed in compliance with Yayasan Sayangi Tunas Cilik (Save the Children) and donors policies and procedures.

 

Logistic

·       Prepare PR based on approval ToR and non-personnel PAF based on approved SoW.

·       Follow logistic and procurement procedure for activities that will be conducted.

·       Support HR Coordinator and Logistic Officer to ensure payment of non-personel staff and vendor are timely execute with completed supporting documents as required.

 

Humanitarian Response Management:

·       Participate the Indonesia Emergency Response Team and respond on emergencies in Central Indonesia Area in line with global SCI emergency policies.

 

Brand and Reputation:

·       Contribute to ensuring all staff are aware and are actively involved in building and maintaining the brand in all project field sites and with all project external stakeholders including partners

 

Facilitating Transformational Change: 

·       Promote culture of high performance through implementing necessary processes to measure performance against key indicators at field office level.

 

Growth, Impact and Development:

·       Contribute to the implementation and integration of quality humanitarian and development programmes, including allocation of resources and ensuring that appropriate controls are maintained at all levels.

·       Contribute for the real shared ownership and collaboration among SCI staff, partners and other stakeholders at area office level.

 

Communication and Representation:

·       In coordination with DRR Coordinator represent Save the Children with the Government, Donors and Members in Central Indonesia Area for DRR work.

·       Maintain clear and effective communications with other project teams at area office

·       Contribute to maintaining relationships with host government authorities, donors and partner agencies, the UN system, and local and international NGOs including other members of Save the Children for the inclusive education and child protection information and knowledge.

 

Building the Team and Change Leadership: 

·       Support initiatives to build and maintain a high performing, accountable, motivated team, leading and engaging partners while also attracting new talent to the organisation.

 

Staff Management, Mentorship, and Development – Program Implementation:

·       In coordinaton with DRR Coordinator contribute on manage partners; define expectations, provide leadership and technical support as needed, and evaluate them regularly

·       Actively participate in internal weekly/monthly project meeting, thematic program meeting, area coordination meeting and general staff meeting

·       Support documentation of partner performance (if any) that is less than satisfactory, with appropriate performance improvements/ work plans.

 

General

·       Any other task & responsibilities given by the Supervisor  and to comply with Save the Children and Yayasan Sayangi Tunas Cilik’s policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures

 

 

BEHAVIOURS (Values in Practice)

Accountability:

·       Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·       Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

·       Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

·       Widely shares their personal vision for Save the Children, engages and motivates others

·       Future orientated, thinks strategically and on a global scale.

Collaboration:

·       Builds and maintains effective relationships, with their team, colleagues, Members and external Partners and supporters

·       Values diversity, sees it as a source of competitive strength

·       Approachable, good listener, easy to talk to.

Creativity:

·       Develops and encourages new and innovative solutions

·       Willing to take disciplined risks.

Integrity:

·       Honest, encourages openness and transparency; demonstrates highest levels of integrity

 

 

QUALIFICATIONS 

Minimum D3 and preferable Bachelors University Degree or equivalent in a relevant field.

 

 

EXPERIENCE AND SKILLS

Essential

·       Basic knowledge and experience administration, logistic and finance affairs.

·       Good communication skills and ability to work in a team as well as to assist in official correspondence.

  • Fair understanding of children’s issues in Indonesian context and child right based program.
  • Excellent communication skills both verbal and written in Bahasa Indonesia and English

·       Good communication skills both verbal and written in Bahasa Indonesia and English.

  • Ability for problem solving, show initiative and work independently.

·       Ability to response to requests, queries in timely manner

·       Builds and maintains effective relationships, with their team, colleagues and external partners.

  • Proven ICT skills of Microsoft program (Excel, Word Excel and PowerPoint) and internet.

 

Desirable

  • Basic knowledge of development issues and interest in the sector of DRR and/or youth readiness work and Child Right Governance in general will be a strong asset.
  • Work experience in a non-profit organization will be an asset.
  • Understanding of Yayasan Sayangi Tunas Cilik’s (Save the Children) aims, value and principles including right-based approaches
  • Preferably has worked with Yayasan Sayangi Tunas Cilik or familiar with Yayasan Sayangi Tunas Cilik administration procedures and mechanism will be advantages

 

Information for internal candidates only:

Current Save the Children employees should inform their line managers before submitting an application.

 

 

To apply for this position, please click and go to our career site on

Internal applicant: here

External applicant: here

 

Closing date for application is up to 26 May 2019

(Only short-listed candidates will be notified)

 

Please visit our website for more info https://www.stc.or.id/join-us/karir

 

 

Save the Children encourages qualified candidates to apply regardless of religion, race, gender, sexual orientation or disability

All recruitment practices and procedures reflect Save the Children’s commitment to protecting children from abuse