Project Assistant

    Center for Indonesia's Strategic Development Initiatives (CISDI)

    About the job

    As a Project Assistant, you will responsible for:

    Financial Record Keeping and Documentation

    • Assist Project Finance Officer in maintaining accurate and up-to-date financial records for project activities.
    • Assist Project Finance Officer in ensuring that all financial transactions related to projects are properly documented and aligned with organizational policies.
    • Support the preparation of regular financial reports for internal stakeholders and external donors, ensuring compliance with donor guidelines and organizational procedures.

    Document Management

    • Assist Project Finance Officer in maintaining organized digital and physical files for all financial documents related to the projects, such as invoices, receipts, financial reports, and contracts.
    • Assist Project Finance Officer in ensuring proper archiving and easy retrieval of financial and project documentation as needed for audits or internal reviews.

    Administrative Support for Project Teams

    • Provide administrative assistance to project teams by working with procurement teams in preparing meeting rooms and consumption.
    • Assist Project Team in coordinating logistics for project-related events, workshops, and meetings.
    • Manage communication and correspondence related to project activities, ensuring timely follow-up and responses.
    • Answer general inquiries related to project finances and direct them to the appropriate team members.
    • Support other departments as needed with administrative tasks related to project finance.

    Budget Tracking and Monitoring

    • Assist Project Finance Officer with monitoring and tracking project expenses, ensuring adherence to approved budgets. Assist Project Finance Officer in identifying potential budget overruns and assist with implementing corrective actions.
    • Assist project finance officer in regularly update and maintain financial spreadsheets and databases to ensure accurate project budget tracking.

    Invoice Processing and Payments

    • Coordinate with procurement teams and project team in dealing with vendors, suppliers, to process payments and invoices for project-related expenses.
    • Assist Project Finance Officer in verifying invoices for accuracy and ensure they are consistent with budget allocations and project deliverables.
    • Support timely processing of invoices and ensure compliance with internal finance procedures and donor funding guidelines.

    Procurement Support

    • Assist Project Finance Officer in managing procurement documentation, including purchase orders, contracts, and other necessary paperwork.
    • Assist Project Finance Officer in maintaining a record of project-related procurement activities and ensure all purchases are compliant with budget and organizational policies.
    • Ensure timely follow-up with procurement team in dealing with vendors to resolve any issues regarding product quality, delivery schedules, or payment discrepancies.

    Audit and Compliance Support

    • Assist Project Finance Officer in ensuring that all financial records related to projects are fully prepared for audits, including maintaining an organized system of records (e.g., invoices, receipts, contracts, financial reports).
    • Work with the finance team to ensure that any missing or incomplete documentation is identified and corrected before the audit process begins.
    • Assist Project Finance Officer in ensuring that project financial transactions comply with both internal organizational financial policies and donor requirements.

    Requirements:

    • Proven experience as a Project Assistant or similar role
    • Bachelor’s degree in Business Administration, Finance or relevant field
    • Knowledge of project management principles
    • Strong organizational and multitasking skills
    • Proficiency in MS Office and other financial/accounting systems (e.g., QuickBooks, SAP, Zahir, Microsoft Dynamics or similar) is strongly preferred.
    • Excellent written and verbal communication skills
    • Excellent in Bahasa Indonesia and English
    • Ability to work effectively within a team and independently
    • High level of accuracy and attention to detail and ability to work with numbers.
    • Proven experience with donor-funded projects and financial compliance is a plus.
    • Proven experience with auditing processes and working with auditors to ensure compliance with financial regulations and organizational policies is a plus.
    • The role may involve working under tight deadlines and in a dynamic environment.

    To apply for this job please visit www.linkedin.com.