Program Documentation and Data Management Support — 60%
Collection and compilation
Assist in collecting program implementation records, activity reports, meeting notes, approved datasets, program outputs, and supporting materials from program staff, field teams, and partners.
Compile documentation and results from relevant activities across projects and teams, as directed by the supervisor.
Maintain a documentation tracker and follow up on missing, incomplete, or outstanding materials according to agreed timelines.
Record basic source information, including the activity, date, location, contributing team, and document status, to support traceability.
Organization and maintenance
Organize electronic records using agreed folder structures, file-naming conventions, document categories, and version-control procedures.
Update program registers, spreadsheets, and document inventories using approved templates.
Check submissions for completeness, consistency, duplication, and filing accuracy, and refer discrepancies to the responsible staff for clarification.
Maintain an accessible, up-to-date repository of program documentation, subject to organizational access and confidentiality requirements.
Preparation of materials for learning and publication
Retrieve and compile source materials requested for program reflection, learning discussions, reporting, reference, and publication development.
Prepare basic factual summaries, document inventories, and compilations of documented results using approved formats and under staff guidance.
Assist in organizing documented implementation experiences, lessons, and examples identified and validated by program staff.
Support the preparation of documentation packages for colleagues responsible for technical analysis, learning products, communications, or publications.
Track the review status of compiled materials and file approved final versions.
Responsible handling of information
Follow organizational procedures for confidentiality, secure storage, access permissions, consent documentation, and appropriate use of program information.
Flag sensitive information, unclear permissions, and potential data-quality issues to the supervisor before materials are shared or reused.
General Program Administration and Operational Support – 40%
Administrative coordination
Provide routine administrative support for program implementation and maintain relevant correspondence, calendars, schedules, and action trackers.
Arrange program meetings, prepare meeting materials, take minutes, and follow up on administrative action items.
Draft routine correspondence (letters and other documents) intended for both external and internal audiences, and coordinate document formatting, translation, copying, and distribution as required.
Logistics and travel
Assist with logistical arrangements for meetings, workshops, and other program activities, including venues, materials, participant communications, and attendance records.
Coordinate program-related travel and accommodation with the responsible administrative staff.
Prepare and organize supporting documents before and after program activities.
Procurement and financial administration
In coordination with Admin unit, process project-related travel arrangements;
Assist in preparing procurement requests and compiling supporting documentation in coordination with program, procurement, and finance staff.
Track the administrative status of requests, payments, advances, and settlements, and follow up with the responsible staff.
Support the preparation and submission of activity budgets, expense documentation, and financial accountability records without assuming budget approval or financial authorization responsibilities.
Maintain administrative records, including contracts, work plans, reporting schedules, and project asset records, as assigned.
Planning and reporting support
Support the compilation of work plans and reporting schedules.
Assist in assembling and submitting required program and financial reporting packages within agreed deadlines.
Follow organizational finance, procurement, human resources, and administrative procedures.
Provide logistical support for workshops and other meetings as tasked by the CAM Team leader/Advisor that includes planning, materials preparations, venue confirmations and communications with attendees;
Finance
Understand and comply with the Finance regulation in Yayasan IPAS Indonesia for all the activities
HR
Understand and comply with the HR regulation in Yayasan IPAS Indonesia
Collaborate with other teams in Yayasan IPAS Indonesia
Ethics
Understand and practice ethical process and behavior as per the organization's standard
Contribute to a safe working environment where every team member is treated equally and respectfully
Ensure external consultant understand and practice ethical process and behavior while in partnership and implement program with Yayasan Ipas Indonesia
Other
Perform other related duties as required
Internal & External Customers / Suppliers as well as Third Parties
Support the CAM Team Leader/Advisor to ensure that all projects documentation is complete, accurate and in compliance with the Yayasan IPAS regulations.
Reports to CAM Team Leader/Advisor in reference to workflow, deadlines, reports, and tracking
Collaborates and works in supporting the projects staff members in the area related to the operations of Yayasan IPAS Indonesia office and its project implementation;
Manages relationships with external entities including vendors and external consultants;
Manage good relationship with CSO and other stakeholders.
Position Requirements
Minimum of Bachelor's Degree preferably in administration, social sciences, international relations, or related area.
Minimum of 1-3 years of full-time work experience in a relevant field, preferably with hands-on experience in projects implementation.
Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, spreadsheets, internet, power point and experience in handling of web-based management systems;
Experience working with (ERP/Enterprise Resource Planning) system for procurement/finance and HR is an advantage
Ability to write and speak in an organized, clear, and articulate manner
High integrity and attention to details
Professional fluency in Bahasa Indonesia and English.
Experience to work in a multi‐cultural setting
Ability to work under minimum supervision and under pressure
Ability to travel when needed.
Knowledge & Skills
Articulate, professional and able to communicate in a clear, positive manner with staff and a wide range of audiences, including government, private sector and local NGOs.
Passion, enthusiast, and interest in Yayasan IPAS’s mission, and flexible to adapt to challenging work environment.
Good oral and written communication skills
Good critical thinking and problem-solving skills
Demonstrated organizational skills
Ability to motivate and work well with others
Ability to work successfully in a cross-cultural, team-based, global environment
Demonstrates openness to change and ability to manage complexities;
Ability to create a supportive working environment amongst all staff
Consistently approaches work with energy and a positive, constructive attitude;
Ability to lead effectively, and possesses mentoring and conflict resolution skills
Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.
