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Program Assistant Freedom & Accountability

Region: Southeast Asia Office: Jakarta, Indonesia Hours: 5 (five) months (August to December) Apply before: July 21, 2019

Hivos seeks qualified Indonesian candidates for the position of Program Assistant Freedom & Accountability.


Creative industry is expected to be the next economic powerhouse for Indonesia where women are expected to play key roles. The contribution of this sector to our PDB is 7% that makes Indonesia as the 3rd in the ranking after US (11%) and South Korea (9%). The sector provided employment to 16.4 million people in 2017 and was expected to reach its peak last year. Behind these figures are the extraordinary growth of creative hubs, especially in the form of co-working spaces. This can be said was due to a shift towards digital technology and individuals using “virtual space” as a means to collaborate and create all sorts of innovative projects.

The challenge is how to ensure inclusivity and enduring co-creation in enhancing innovation out of these co-working spaces. It is now normal to rent out or become a member of a co-working space merely to use the space to work on your individual projects, rather than using it as a space to connect and create initiatives and projects based on the connections you make from sharing a working space. In addition, we see a lack of female representatives forming leaders of co-working spaces, which usually consists of only men co-founders. With these two things in mind, it takes away from the idea that co-working spaces were created to promote inclusivity and diversity.

In 2019 Hivos Southeast Asia implements initiatives to support women, called SETARA: Female makers for inclusive and sustainable creative hubs and SPEAK (Strengthening Public Services through Empowerment of Women-led Advocacy and Social Audit Networks. The projects provide social-economic capacity development for women.

For this purpose, we are seeking strong candidates for Program Assistant. The consultant will work under the supervision of SETARA Program Officer and SPEAK Project Officer to ensure compliance of all administrative reporting.

Roles and Responsibilities For administrative support
  • Provide administrative support to programme activities;
  • Coordinate and make minutes of staff meetings;
  • Document the highlights and agreements of key activities with partners and stakeholders;
  • Ensure completion of contract documents to be sent to partner organizations and make checklist and keep track of signed contracts.
  • Arrange travel and accommodation for Hivos staff, partners, and consultants in relation to official duties and Hivos Open Contracting activities
  • Organize workshops, and events event under the guidance of the Program Manager.
For logistical support
  • Contributes to procurement process for hotel suppliers, expendable supplies and services;
  • Foresees needs, recommends solutions and conducts tendering procedures as appropriate;
  • Prepares comparative tables and shortlists the recommended supplier in accordance with Hivos procurement guidelines;
  • Prepares purchase orders (after getting necessary quotations and authorization) or draft contracts;
  • Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders;

Knowledge, experiences and competencies

The requirements for the Candidate are the followings:

  • At least related experience of 2 (two) years minimum in conducting events, including the related procurement mechanism such as venues, related consultants, etc.;
  • Fresh graduates with internship background on project support are welcome to apply
  • Have experiences in dealing with administration such as bidding documents, contracts, invoices, etc.:
  • Good communication skills and ability to create a team spirit in the office
  • Ability to work independently and take initiatives, but also a team worker
  • Knowledge of major software applications (Excel, Word)
  • Have experience to develop activity report;
  • Active, dynamic, have a willingness and eagerness to learn new ideas;
  • Experience in working as a team;
  • Able to travel as required
  • Excellent command of English
  • Will report to the Programme Manager Open Contracting of Hivos

What do we offer?

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

How to apply?

To apply for this position please submit your EOI and CV (no more than 3 pages) including your consultancy rate to and cc-ed to: no later than 21 July 2019

Please specify the position name you are applying for (PA F&A) in the ‘subject’ line of your email.

Only shortlisted candidates will be notified.

For more information about Hivos Southeast Asia, visit

Sejak15 Juli 2019

Berakhir14 Agustus 2019

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