Job Description

The Global Buildings Performance Network (GBPN) is a globally and regionally focused non-government not-for-profit organisation whose mission is to provide policy expertise and technical assistance to advance building energy performance and realise sustainable built environments for all. With team members located around the World in Indonesia, India, Australia, and Europe, GBPN brings over 10 years of knowledge and innovation to sustainable building policy reform. With every project, governments leverage our intellectual capital, our experience, analysis, evidence and our network.

GBPN goal is to contribute to the building sector achieving its full energy savings and CO2 mitigation potential of more than 2.1 Gt by 2030.  To do that, GBPN assists governments and industry to implement climate change actions in their building sectors that help achieve their commitment to the Paris Climate Agreement and Sustainable Development Goals (SDG).

Context & Reason for the Hire

Over the past three years, GBPN has experienced rapid organisational growth and expansion of services, particularly in Indonesia and India. There is also the very real issue of time running out. If we are to achieve zero emissions by 2030, incremental change is no longer enough, we need to think and act bigger and faster. 

GBPN works using a unique coalition model that connects local policymakers and building professionals with industry-leading experts to reform building policies to achieve zero-emissions goals. We combine global insights with local action changing building policy through education, support and collaboration. 

GBPN’s operation in Indonesia started in late 2019 and has continued to grow with the goal to become a trusted partner and thought leader in providing sustainable and innovative solutions to achieve Zero Emission Buildings in Indonesia. We have provided policy and technical assistance to policymakers, private sector, academicians/ researchers and other key stakeholders to support the government in meeting its climate goals through the building sector. 

Currently, GBPN is seeking a Project Assistant to support a new initiative that is expected to run from May 2025 to December 2026.

Scope of Work

The Project Assistant, working under the supervision of the GBPN Indonesia’s Program Manager and Senior Manager for respected projects, is expected to provide project support for the successful delivery, day-to-day administration and reporting aspects of the project. 

The Project Assistant’ Scope of Works will include, but is not limited to:

• Administrative Support:

• • 1. Assist in scheduling meetings, preparing agendas, and taking minutes.
    2. Maintain project documentation, files, and records.
    3. Handle correspondence and communication with stakeholders.

• Project Coordination:

• • 1. Support project associates and managers in planning, organizing, and executing project activities.
    2. Track project timelines, milestones, and deliverables.
    3. Coordinate with team members and external partners to ensure tasks are completed on time.

• Monitoring, Reporting and Documentation:

• • 1. Prepare and update project reports, presentations, and progress updates.
    2. Ensure all project data is accurately recorded and maintained.
    3. Support Monitoring, Evaluation and Learning Associate, Project Associate and Project .
    4. Update information in the GBPN’s project management tools and shared folders in the Google drive regularly.Manager on MEL-related matters.

• Logistical Support:

• • 1. Arrange travel, accommodations, and event logistics for project teams.
    2. Facilitate procurement of project materials and resources.

• Communication, Learning and Collaboration:

• • 1. As needed and as directed by the Project Associates and the Project Manager, serve as a point of contact for internal and external stakeholders.
    2. Facilitate communication between team members and partners.
    3. Support Communications Manager / Associate for project-related communications needs.
    4. Support knowledge building and knowledge sharing events within the GBPN team.

• Compliance and Quality Assurance:

• • 1. Ensure projects adhere to GBPN’s organizational policies and procedures, as well as to that of Donor’s and Indonesia’s regulations.
    2. Assist in monitoring project quality and compliance with standards.

• Deliver ad-hoc support to other GBPN teams (if needed).

Skills and Qualifications

• Educational Background: Bachelor’s degree in a relevant field (e.g., Business Administration, Project Management, or related discipline).
• Project Administration Expertise and Skills:

1. Proven experience (> 3 years) in project support, administration and in assisting project teams.
2. Familiarity with project management tools and software is a plus.
3. Demonstrated ability in project administration.
4. Strong organizational and time-management skills.
5. Excellent written and verbal communication skills.
6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
7. Attention to detail and problem-solving abilities.
8. Ability to work independently and as part of a team.

• Technical Knowledge:

1. Familiarity with development agencies / international NGOs’ work will be an added advantage.
2. Some exposure to climate change and carbon mitigation strategies is a plus.
3. Some knowledge and familiarity of green building policies in Indonesia and/or the building and construction sector in Indonesia will be an added advantage.

• Communication Skills:

1. Proficiency in English (verbal and written) is a must.
2. Excellent verbal and written communication skills.

• Relevant Skills:

1. Adaptability and ability to multitask.
2. Strong interpersonal skills for stakeholder engagement.
3. Proactive and self-motivated approach to work.

• Adaptability and Problem-solving: Ability to adapt to changing circumstances, handle multiple tasks simultaneously, and solve problems efficiently. 

Conditions 

This position is available for immediate commencement  and subject to successful 3-month probationary period, and is offered for service consulting contract for 252 days  over a 18  month period (1 June 2025 – 31 December 2026) with possibility for extension. Communication with GBPN team members around the world is largely online and may require travel or working outside normal working hours (only if needed). The position is a remote working position, based in Jakarta/ surrounding area.  

This consultant’s position is subject to quarterly performance reviews and related funding availability.

How to apply 

Email proposals by 23  May 2025 to: careers@gbpn.org, including  “Project Assistant position” in the email subject line.

Please provide the following information:

1. Your CV and a cover letter detailing qualifications to perform the role, including relevant experience, and description and/or links to similar assignments. The letter should also indicate your preferred start date. 
2. A proposal detailing your approach for the services and work described, including number of days per week, your daily rate and total fee for services in $US Dollars including all applicable taxes and charges.
3. Any links to your publications of your research or recordings of your public speaking engagements. 
4. List of references and their contact details.