Administrative Officer

 

 

Location: Jakarta, Indonesia

Position Type: Full Time

​

​

Job Overview

The Administrative Officer plays a critical role in ensuring the smooth, efficient, and compliant delivery of CIPS’ projects and administrative processes. Working directly under the Associate Director of Projects (ADP), the Officer oversees a broad range of coordination, documentation, and operational tasks that support end-to-end project implementation. Core responsibilities include managing project documentation and contracts, supporting financial and procurement processes, maintaining accurate records, and coordinating logistical arrangements for project activities.

​

The role also provides key administrative support for donor and grant processes by compiling required submission documents, maintaining donor databases, and ensuring timely completion of proposal-related deliverables. Additionally, the Officer works closely with the HRGA and fundraising teams, manages secure information systems, and oversees general office facility maintenance to ensure a well-functioning and organized work environment. Through these efforts, the Administrative Officer enables project and fundraising teams to focus on delivery, strategic objectives, and meaningful outcomes.

 

 

Key Responsibilities

1. Project Administration:

• Provide comprehensive administrative support to CIPS project teams, including managing project related services contracts and agreements —drafting, coordinating reviews, and obtaining required contract signatures—in collaboration with the HRGA department.

• Maintain accurate and up-to-date project budget records, ensuring proper documentation, tracking, and budget upkeep throughout the project lifecycle.

• Coordinate logistical and administrative arrangements for fieldwork, workshops, events, and duty travel, ensuring timely preparation and smooth execution.

• Assist the ADP with project management administrative processes across the Preparation, Implementation, and Closure phases, including the development and administration of internal documentation, templates, and required submissions.

• Update and monitor project timelines, milestones, and deliverables using CIPS’ project management tools, ensuring alignment with deadlines and expected outcomes.

• Act as the primary point of contact for all project-related administrative inquiries, ensuring timely and accurate responses to internal and external stakeholders.

• Use project management tools to proactively track progress, identify potential delays or administrative bottlenecks, and promptly alert the ADP and project teams to mitigate risks and keep projects on schedule.

• Ensure all necessary documents are properly formatted, approved, and securely filed both physically and digitally.

• Develop, implement, and maintain a standardized, intuitive folder structure and file-naming convention to ensure clarity, consistency, and easy retrieval of all project files.

• Regularly archive, declutter, and reorganize completed project files to maintain a clean, efficient, and well-structured digital workspace across all CIPS projects.

 

2. Proposal & Grant Development Support:

Coordinate with fundraising team personnel to:

• Help compile administrative and supporting documents required for grant proposals or donor submissions (e.g., organizational profiles, legal documents, financial statements).

• Ensure that all administrative components for proposal submissions are completed on time.

• Support timely updating of donor communication records, contribution history, and key contacts in donor management systems (e.g., Monday.com, Drive folders).

 

3. General Office Administration:

• Support general CIPS office facilities and maintenance, being a point of contact for external maintenance vendors to ensure a safe, clean, and functional work environment.

• Check office supplies and inventory, including ordering, stocking, and tracking usage of essential items (e.g., stationery, kitchen supplies, IT consumables).

 

​

Qualifications

• Experience: Minimum 2-3 years in a project administration, operations, or executive support role.

• Administrative & Compliance: Demonstrated ability to manage contracts, budget records, and expense documentation.

• Digital Systems: Highly proficient in Google Drive/Workspace (including complex file structure and access permissions) and project management tools (e.g., Monday.com) for scheduling and tracking.

• Multifunctional Support: Experience supporting diverse functions, including project logistics, general office facilities, and administrative support for grant/donor submissions.

• Communication: Exceptional written and verbal English communication skills for professional, contractual, and external interaction.

• Work Style: Meticulous organizational skills, strong attention to detail, and proven ability to manage multiple priorities independently.

 

 

​

Submit your application below by 9 January 2026.