Position Grade: G4

Position Scale: Country Scale

End date of appointment: July 2029 (TBD)

Application Deadline: 24 November 2026, 23:59PM (KST)

Position Summary

The Project Assistant will provide administrative, logistical, coordination, and basic technical support for the implementation of FLOWER in Indonesia. The position will support day-to-day activities including administrative compliance, event and logistical preparation, stakeholder coordination, documentation, and basic research inputs.

The Position will work closely with the FLOWER Country Lead and team, reporting to the FLOWER Country Lead, and work closely with the broader FLOWER team in Indonesia as a part of the Cities Unit. The position will also work in coordination with the Global Team and implementing partners, to ensure the quality, timeliness and local relevance of technical outputs and activities. Noting the scope and complexity of the project, the position plays a central role in ensuring all administrative matters are compliant to GGGI internal processes, Donor requirements, and the government’s regulations.

Purpose

The primary role of the Project Assistant is to support the project team in coordinating and providing technical assistance for the timely delivery and consistent quality of outputs and activities under FLOWER in Indonesia. The position will also provide support under the wider Circular Economy portfolio in Indonesia. The position will ensure smooth project operations by facilitating effective coordination among stakeholders, supporting administrative processes, and ensuring compliance with established institutional policies, standards, and Donor requirements. This includes assisting in the project activity coordination, stakeholder database management, and stakeholder engagement to achieve the project’s objectives. 

Engagement

The Project Assistant works across multiple layers of the project, requiring strong communication and collaboration skills. Internally, the Position will provide direct support to the FLOWER Country Lead in delivering the technical outputs and ensuring efficient and effective operational and reporting processes, in collaboration with the Global Team. The position will also support the wider Circular Economy portfolio, including its implementation and expansion, building on FLOWER and other past and ongoing initiatives.

Externally, under FLOWER, the Position will serve as the primary focal point for both public and private sector national and subnational stakeholders, to ensure alignment with external administrative and institutional requirements. The position will also provide support in stakeholder engagement under for the wider Circular Economy portfolio in the country, mainly through Bappenas’ Circular Economy Steering Group and its sectoral Working Groups.

Daily Coordination

  • Assist the FLOWER Country Lead and the overall FLOWER team in Indonesia to coordinate project activities,
  • Closely coordinate with FCS team in Indonesia and the FLOWER Global Team for ensuring project delivery alignment with internal and external administrative requirements.
  • Maintain stakeholder database and the project’s information system.
  • Coordinate meeting schedules, follow-up actions; and manage project documentation for external and internal communications as well as reporting purposes.
  • Under the wider Circular Economy portfolio, closely engage with relevant stakeholders to support clear coordination, primarily through Bappenas’ Circular Economy Steering Group.

Event and Travel Support

  • Prepare logistics (venue, materials, agendas, invitations, attendance lists, ticket and accommodation coordination).
  • Assist during event and mission implementation.
  • Support post-event reporting and coordination, including travel claim processing and distribution of meeting minutes.
  • Support coordination with related stakeholders, including participants, resource person, and government partners.

Technical and Reporting Support

  • Assist in gathering technical information, inputs, and conduct simple research.
  • Provide drafts of meeting notes, summaries, and basic communication materials.
  • Support preparation of activity updates, monitoring inputs, and event documentation.

Delivery

  • In coordination with the FCS team in Indonesia, ensure the effective delivery of tasks that support the overall project execution, including assisting the project team with procurement processes, managing data, and maintaining accurate project documentation.
  • Organize and coordinate meetings and documentation, including preparing necessary materials and taking meeting notes, in close collaboration with the FLOWER team in Indonesia.
  • Liaise with stakeholders in food loss and waste issues, and maintain and manage the stakeholder database to ensure effective communication and collaboration.
  • Coordinate event and activity preparation and implementation with the FLOWER team in Indonesia, ensuring that all logistical aspects are well-managed.
  • Support the drafting and review of communication materials and knowledge products related to FLOWER, in close collaboration with the Communications Team.
  • Assist research on the technical aspects of FLOWER, including gathering information, processing data, drafting summaries of relevant regulatory frameworks, and identifying potential synergies and overlaps with other initiatives in the sector.
  • Under the wider Circular Economy portfolio, liaise with stakeholders under the auspices of Bappenas’ Circular Economy Steering Group, and maintain the wider Circular Economy stakeholder and initiative database to ensure effective coordination and synergy.

Qualification

Requirement

  • Bachelor’s degree in agriculture, livestock, fishery or relevant applied sciences (e.g., food science and technology, agronomy and horticulture, aquaculture, marine fishery, etc.), or environmental engineering, environmental management, or public policy.
  • Preferably 1 year of relevant professional experience in environmental management, agriculture, public policy or related fields.
  • Have basic understanding on environmental and climate issues, with relevant academic or internship experiences, is considered an advantage.
  • Experience in working with the government (national and subnational level) and non-government counterparts on a day-to-day basis in Indonesia is essential.
  • Experience working in a multi-cultural and international organization, especially related to ASEAN is preferred.
  • Experience in organizing events in a dynamic environment with a variety of stakeholders is highly preferred.
  • Fluency in English and Bahasa Indonesia are essential.
  • Willingness to travel, if required.

Functional

  • Experience in engaging with government stakeholders to maintain relationships and build trust and identify potential alignment with FLOWER.
  • Experience in administrative processes necessary for project implementation.
  • Experience in basic research and analysis to support project implementation, with knowledge of quantitative methods as an asset.
  • Team player, creative problem-solver, and innovative thinker.
  • Excellent multi-cultural literacy and interest in being a part of an international team working in an evolving and entrepreneurial environment.
  • Excellent communication (both written and oral) and facilitation skills.

Corporate

  • Understand and actively support GGGI's mission, vision and values.
  • Committed to GGGI’s values and responsible use of donor resources.
  • Demonstrates integrity, professionalism, and respect for diversity.
  • Adapts well under pressure and maintains accountability for results.
  • Promote the optimum use of public resources.
  • Promote an organizational culture of trust, transparency, respect and partnership.
  • Process and share information easily.
  • Manage emotions and stress positively, build rapport and resolves conflict easily.
  • Promote creativity and innovation among staff.

Work Condition

This position is a G4 grade level in GGGI's National salary scale. The salary will be finalized following the selection of the duty station, and with consideration of qualification and internal equity. GGGI provides a 15% base salary towards retirement plan/long-term savings, 27 days leave, and private health insurance that covers dental and vision. GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members in a balance between work and personal/family commitments, thus ensuring high performance, long-term productivity and well-being.

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.