Request for Expression of Interest “Admin Officer” – English

Indonesia Ocean Justice Initiative (IOJI) serves as an Indonesian independent think tank and policy advocacy group to achieve good, sustainable, and equitable ocean governance. In attaining our vision, IOJI has determined the following missions: Initially, we support the Government of Indonesia in mainstreaming, implementing, and enforcing sustainable and equitable ocean governance. Second, we advocate for sustainable and equitable ocean policies at the local, national, regional, and international levels. Further, we strengthen the network with government, academia, and civil societies at the national, regional, and international levels working on ocean issues to influence the decision-making at every level of government to attain good and sustainable and equitable ocean governance. Lastly, we empower the small-scale fishermen, the marginalized coastal-dependent people, and fisheries workers in defending and striving for their basic human rights.

Supported by Freedom Fund, IOJI is currently undergoing projects to increase the protection of fishers, particularly those working in domestic fishing vessels and overseas, through developing or enhancing laws, regulations, and policies. In attaining such objectives, IOJI is seeking qualified candidates for the following position:

Job Responsibilities

Admin Officer will work closely with the Program Manager Maritime Security & Access to Justice and will provide administrative support to ensure efficient operation of programs funded by Freedom Fund at IOJI.  The responsibilities for this position are as the following:

Project documentation

• Preparing procurement documents required for meetings, goods & services, and travel in a timely manner;
• Archiving all related travel & meeting documents to be recorded as project archive or for other purposes;

Budget and Activity Financial Report

• Developing budget activity document (TAR/AAR) upon the assignment from the program manager;
• Developing activity financial report for travel and meeting (TER/AER);
• Collecting all financial proof of travel and meeting expenses;
• Supporting program officer in managing activity budget;

Meeting Arrangement

• Scheduling meeting schedule by the request of the program manager;
• Preparing budget request form (CAR) or reimbursement form for meeting procurement;
• Placing order for meeting consumption and arranging its service;
• Preparing meeting absence form;

Project consultant procurement

• Preparing requests for project consultant procurement in coordination with Human Resources Division;
• Arranging program personnel schedule for the interview process, offering letter distribution, and contract signing in coordination with Human Resources Division;

Travel and Event

• Preparing assignment letter request to the Human Resources team;
• Distributing signed assignment letters to relevant personnel;
• Preparing all relevant information for flight or train schedules, checking hotel & car availability and reservation, as well as communicating the information to General Affairs team;
• Preparing all relevant information relating to the Event’s organization, for instance: meeting package, seminar kit, audiovisual equipment, meeting room layout, and photographer, as well as communicating the information to General Affairs team;
• Preparing all relevant information relating to resource person fee, which includes preparing a receipt, as well as communicating the information to the Finance team;
• Coordinating pick-up schedule with car rental in travel location;
• Collecting boarding pass;
• Collecting Back to Office Report Form and submitting to Finance team.

Key relationships

Internal relationship

1. Program Manager: direct supervisor
2. Project Officer: project budgeting; meeting, event, and travel preparation;
3. Human Resources & General Affairs: meeting, event, and travel preparation;
4. Finance officer: project budgeting; meeting, event, and travel preparation

External relationship

Donors: travel, event, meeting vendor

Knowledge, Experiences, and Competencies

• Hold a bachelor’s degree in any subject from a reputable University;
• A Minimum of 3-4 years of hands-on experience working as an admin officer in the development sector;
• Ability to work effectively under highly demanding situations with minimum supervision;
• Efficient, competent, and possess integrity;
• Good interpersonal skills, team player, proven record in working collaboratively with colleagues to achieve organizational goals and ensure timely delivery of results;
• Demonstrates ability to manage complexity, high attention to detail, and accuracy;
• Proficiency in MS Office, particularly Excel, Word, and PowerPoint;
• Willing to travel frequently.

Competency Profile

How to Apply

Applicants should submit their application to hr@oceanjusticeinitiative.org cc fadillao@oceanjusticeinitiative.org  by 11 August 2023, at 05:00 PM Jakarta time. Please write “IOJI – Admin Officer – your name” in the e-mail’s subject. The application should include (i) a cover letter and (ii) a CV or Statement of Qualifications that summarizes the applicant’s suitability for the position based on the above qualification criteria.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED BY INDONESIA OCEAN JUSTICE INITIATIVE. THIS IS AN EQUAL OPPORTUNITY FOR ALL, PARTICULARLY WOMEN AND MINORITIES ARE STRONGLY ENCOURAGED TO APPLY.