Nbs Project Assistant

Job Description

Job Title       : NbS Project Assistant

Type                  : Full time Position

Location          : Bogor – IPB Dramaga Campus

Duration          : 2-Year Contract

Background

The FINCAPES (Flood Impacts, Carbon Pricing, and Ecosystem Sustainability) project is a multi-stakeholder, gender-responsive initiative to help Indonesia adapt to, and mitigate climate change, and conserve biodiversity in a socially and economically sustainable manner. Jointly undertaken by the University of Waterloo’s Faculty of Mathematics and Faculty of Environment, the project is a 5.5-year initiative funded by Global Affairs Canada to help Indonesia build capacity within government agencies, universities, and related partners.

The FINCAPES project provide capacity building to support and catalyse Indonesia’s effort through:

• Increasing capacity of government, industries, and citizens to adapt to and mitigate financial impact of flood risk.
• Accelerating application and replication of Nature-based Solution (NbS) for peatland and mangrove restoration and conservation.
• Strengthening national-level governance capacity for climate change mitigation and adaptation.

Working closely with IPB University, the project will enhance adoption of gender-equitable nature-based solutions for peatland and mangrove restoration and conservation, and promote biodiversity conservation, to support Indonesia’s climate change adaptation and mitigation efforts. These efforts will help identify and disseminate best practices in peatland and mangrove ecosystems that support sustainable livelihoods, biodiversity conservation, and support climate change adaptation and mitigation efforts.

This project is also supporting the establishment and operation of an applied research center for research, field testing, documentation, and dissemination of NbS called IPB Centre for Applied Research in Nature-based Solutions (I-CAN). I

Summary of Position

The NbS Project Assistant will work under the supervision of the FINCAPES Program Officer NbS and operate under the guidance of the I-CAN Managing Director and the FINCAPES Project Coordinator at IPB, collaborating closely with the FINCAPES Team. The primary responsibility of this role is to provide overall project, administrative and financial support, ensuring the smooth execution of NbS programs and related activities. This includes managing financial records, processing transactions, and handling administrative coordination. Close collaboration with the IPB University team is expected throughout these initiatives.

The role also involves providing a limited amount of technical assistance and data collection to support project management and coordination. The NbS Project Assistant will contribute to monitoring project progress, gathering relevant data, and assisting in reporting to ensure the effective implementation of NbS initiatives in alignment with the Annual Work Plan or I-CAN strategic plan.

Responsibilities

Under the coordination of the NbS Program Officer, the NbS Project Assistant is responsible for the following duties:

1. Administrative & Finance Support

Administrative & Logistical Support

• Provide comprehensive administrative and logistical support for all NbS initiatives, including drafting letters, event documentation, meeting/event room reservations, and cash advance reporting.
• Coordinate travel arrangements for staff and consultants, including flight bookings, hotel accommodations, and car rentals.
• Liaise with stakeholders such as the Government of Indonesia, universities, and NGOs to coordinate logistics for program implementation.
• Ensure timely distribution of reports, documents, knowledge products, and correspondence to stakeholders.
• Provide logistical support for national- and provincial-level workshops, meetings, and events organized by the project.

Financial & Procurement Support

• Manage the procurement process for project-related needs, including hotel reservations and equipment procurement.
• Review and conduct sample checks on vendor invoices, Service Provider Support Expense Reports, and Program Expense Reports, ensuring compliance with University of Waterloo finance and procurement policies.
• Manage petty cash and maintain accurate records of expenditures.
• Support vendor identification for NbS program activities, with procurement handled by the FINCAPES Jakarta Office.

Office & Asset Management

• Manage and maintain stationery and pantry supplies for the FINCAPES–IPB regional office at Dramaga Campus.
• Ensure proper maintenance of assets and daily supplies for the I-CAN office at IPB Dramaga Campus, in coordination with the FINCAPES Jakarta Office.

Other Responsibilities

• Work closely with Field Coordinators in Lampung and Jambi to support the provision of necessary supporting documents and logistics for district-level activities.
• Willingness and ability to travel to remote rural locations as required.

2. Project Coordination and Data Collection

• Provide coordination support related to organizing meetings, workshops, and training sessions related to NbS initiatives.
• Provide support to support preparation of communication materials, reports, and presentations on program progress and key findings.
• Support coordination between FINCAPES and I-CAN partners, including IPB University faculty members, NGOs, CSOs and government institutions related to program implementation.
• Support data collection and research efforts to help the project and IPB achieve program targets, including but not limited to the development of the I-CAN strategic plan, program proposals.
• Assist in compiling program data for project reports and evaluations.

Qualifications

1. Bachelor’s degree in management, administration or other related background.
2. Minimum of 3 (three) years of working project management experience in the related to forestry, natural resource management, climate change issues or related project
3. Proficiency in word processing (Microsoft Word and Power Point) and spreadsheets applications.
4. Excellent verbal and written communication skills. Good English communication skill will be a valuable asset.
5. Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data.
6. Adaptive to working in a team and as an individual with proven ability to work independently and manage time effectively.
7. Proven interpersonal skills in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; and
8. Able to work to tight deadlines and adapt quickly to changing environments.

Deadline to submit             : 24  March  2025.

Please submit resume and cover letter to the link: Apply here