Vacancy: NbS Project Assistant

Vacancy: NbS Project Assistant

Mar 13, 2025

Job Title       : NbS Project Assistant 

Type                    : Full time Position

Location              : Bogor – IPB Dramaga Campus

Duration              : 2-year contract

Reporting line      : NbS Program Officer

 

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-CAN will focus on three key areas:

  • Applied Research and Innovation: Conducting high-quality, innovative research to develop impactful and gender-equitable NbS approaches.
  • Knowledge Mobilization: Translating research into actionable outcomes, ensuring effective knowledge management, and excelling in branding and communication.
  • Knowledge Exchange and Capacity Building: Facilitating collaborative initiatives, building capacity, and empowering leadership across sectors to address climate challenges.

I-CAN will play a central role in advancing these efforts and ensuring the effective implementation of nature-based solutions across Indonesia in pursuit of biodiversity conservation and climate change hazard risk reduction. In collaboration with governments, NGOs, CSOs, and other stakeholders, the project is implementing mangrove restoration in Lampung and Jambi provinces, and peatland restoration in Jambi. These restoration areas will serve as a living laboratory for research, field testing, and the development of sustainable solutions, providing valuable insights and practical applications for ecosystem restoration and climate change adaptation.

These efforts will support and help accelerate Indonesia’s efforts to sustainably adapt to negative climate change impacts such as coastal abrasion, flooding, and ecosystem degradation, while simultaneously supporting climate change mitigation efforts by helping to protect and enhance carbon dioxide and greenhouse gas sequestration in peatland and mangrove ecosystems. To ensure the project's success, collaboration with IPB University and other stakeholders will be fostered. 

 

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 direction 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 background related to forestry and environmental management.
  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.

 

Nature and Scope

  • Contacts: Internally, communication and liaison Indonesia-based FINCAPES employees, consultants, and service providers as well as the Canada-based uWaterloo FINCAPES team, to facilitate efficient planning and implementation of FINCAPES work plans. Externally,  engage primarily with the I-CAN team, IPB University team, and a wide range of local government entities, universities, civil society organizations, and consultants/service providers to ensure smooth implementation of activities and optimize project results.
  • Level of Responsibility: NbS Project Assistant plays a critical role in supporting project administrative and financial tasks, project coordination, data collection, as well as project management to ensure the effective implementation of NbS initiatives. 
  • Decision-Making Authority: NbS Project Assistant will be expected to follow established procedures and guidelines from Global Affairs Canada and the University of Waterloo and seek advice from the FINCAPES NbS Program Officer and FINCAPES Field Director as needed.
  • Working Environment:
    • Travel: Frequent domestic travel required to other locations.
    • Working Hours: May occasionally involve working outside normal hours and managing stress to meet tight planning or reporting deadlines. 
    • Risks - Physical and Psychological: The role involves technically and administratively challenging tasks and responsibilities, with ample opportunities for learning and professional growth.
    • Risks - Physical and Psychological While Traveling: In Jakarta: Typical demands and challenges of working and traveling in a large, crowded tropical city, including traffic jams, pollution, and occasional inclement weather.
    • Physical and Sensory Demands: Typical demands of living and working in Bogor, with fairly frequent field visits to more physically challenging, isolated and/or rural locations in several Indonesian provinces.

 

How to Apply

Application Deadline: 23 March 2025

Please submit resume/CV and cover letter to the link:  bit.ly/vacancy-NbS-PA