POSITION INFORMATION

Position                                           : Program Assistant

Unit Name                                      : Environmental Governance

Location                                          : Jakarta

Job Type & duration of Contract :

Full-time staff, initial contract for a year with potential extension

Closing Date                                   : July 25, 2025

SUMMARY OF JOB RESPONSIBILITIES

The PA will work as part of the environmental governance program team, which is responsible for program development, administration of grants, and provision of technical assistance to partners under the Environmental Governance Program. The PA will also be responsible for program implementation and budgeting, monitoring and evaluation, and support in drafting reports to donors. The PA will support the Program Director, Deputy Program Director, and Program Officers on all logistical, administrative, and financial aspects of program activities and grants management.

RELATIONSHIP

Internal Relationship

• Regular contact with all Environmental governance team members and TAF’s Jakarta staff
• Support Environmental Governance Program Director, Deputy Program Director, Program Officers, and consultants.
• Contact with other programs and theme staff in the Foundation’s offices in the US and Asia.

External Relationship

• Assist in developing and maintaining contacts with other local and international NGOs and government agencies
• Maintain and develop relationships with existing donors and funding agencies.
• Attend conferences and events on behalf of the Foundation.
• Assist in developing and maintaining good public relations.

REPORT TO: Program Director & Deputy Program Director of Environmental Governance Unit

JOB FUNCTIONS

• Assists Program Officers and directors in reviewing proposals and budgets from grantees and potential Foundation partners.
• Assists Program Officers and directors in drafting Letters of Agreement.
• Responsible for managing the grantee reporting process, including following up on delinquent reports.
• Assists Program Officers and directors in monitoring and evaluating grantee activities and programs.
• Prepare Foundation narrative grant closing forms (TAF 254).
• Responsible for filing grant-related documents, develops and maintains a filing system for the program;
• Conducts routine correspondence via email and post with grantees regarding program activities, reports, proposals, and other program-related matters.
• Maintains records of all incoming proposals; sends proposals under review letters; and reminds Program Officers to follow up on proposals within a month of receipt.
• Works closely with Program Officers and Director to organize all logistical support and backstopping efforts necessary to ensure satisfactory completion of grantee activities and programs,
• Assist Program Officers to develop and maintain contacts with local, national, and international institutions, agencies, and personalities that may be relevant to the program.
• Organizes conferences, meetings, training, and workshops that usually involve but are not limited to coordination with local partners, venue preparation, travel arrangement for participants, preparation of materials for discussion and distribution, and contacting media,
• Assists with program-related travel,
• Responsible for preparing financial documents for any related program expenses,
• Maintains the calendar of program activities.
• Develop a mailing list for program-related correspondence.
• Responsible for clipping news items that may be relevant to program issues.
• Other duties as assigned by the Program Director

REQUIREMENT

Experience

Minimum three years in a grant or program administration position with an internationally focused non-profit organization.

Education

Minimum of bachelor’s degree or equivalent.

HOW TO APPLY

Applicants should submit their application and CV through the electronic form provided at https://forms.office.com/r/nY96J3p7Ru by July 25, 2025, at 5:00 PM Jakarta time. Please ensure that all required fields are completed accurately.

Important: The Asia Foundation does not require any payment or request sensitive personal information during the recruitment process. Please ensure that the form you complete is accessed from a credible source, such as The Asia Foundation’s official website or Devjobsindo.org. Beware of fraudulent job offers claiming to be from The Asia Foundation. If you encounter any issues or have questions, please contact us at id.hr@asiafoundation.org..

THE ASIA FOUNDATION IS COMMITTED TO CREATING A DIVERSE AND INCLUSIVE WORK ENVIRONMENT AND ENCOURAGES QUALIFIED CANDIDATES FROM ALL BACKGROUNDS, INCLUDING WOMEN, INDIGENOUS PEOPLES, AND MARGINALIZED COMMUNITIES, TO APPLY. IF YOU ARE PASSIONATE ABOUT ADVANCING ENVIRONMENTAL GOVERNANCE, CLIMATE ACTIONS, AND INCLUSIVE DEVELOPMENT AND MEET THE REQUIREMENTS OUTLINED ABOVE,

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED FOR FURTHER ASSESSMENT.