Yayasan Plan International Indonesia Job Vacancy: Project Admin Officer- YEE

 Yayasan Plan International Indonesia is presently implementing its country strategic 4 (CS 4) covering fiscal year 2017 to 2022, where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent children from enjoying their rights and participating fully in Indonesian society”. The organisation’s purpose is to “strive for a just world that advances children’s rights and equality for girls”. This goal will be achieved by providing technical support and implementing quality programs and projects through partnership. An effective and efficient communications strategy is a must for Plan Indonesia to share the outcomes of these projects to influence different actors, specially state authorities and to position Plan’s profile within and outside at different levels – starting from community, sub district, district to national, regional and international levels.  Yayasan Plan International Indonesia invites highly competent, experienced and committed professionals to fill the following position :

Project Admin Officer- YEE          


Youth employment crisis in Southeast Asia has been exacerbated by the current COVID-19 pandemic and will have lasting economic impacts for years to come, particularly for vulnerable groups like women, migrants, victims of human trafficking and those with disabilities. The COVID-19 crisis has devastated livelihoods, stunted local businesses, and essentially shut down global economies causing unprecedented levels of unemployment. According to the International Labor Organization (ILO), 84.4% of youth ages 15 to 24 in the Asia-Pacific region work in informal employment, and the pandemic has hit the informal sector the hardest. The negative economic impacts of COVID-19 will likely result in a ‘crisis cohort’ even for those graduating from secondary and tertiary schools this year: These young people will continue to face higher unemployment, lower pay, and worse job prospects up to a decade later, compared to those who entered work pre-COVID and the global economic downturn. In Indonesia and Vietnam, the pandemic will continue to deepen economic vulnerabilities for young people working in the informal sector especially women and migrants. In order to reduce the youth unemployment crisis caused by the COVID-19 pandemic in Southeast Asia, Plan International, will deliver a market-driven vocational and job-matching solution with the potential for scale, beginning with a pilot that targets the most vulnerable young people across Indonesia and Vietnam. Whilst, COVID-19 has further exposed the large skills gap among youth across the ASEAN region. Skills development is key to fostering the resilience of young people when facing rapid changes in prospects for employment and entrepreneurship in the sectors that are hit hardest by the crisis.  While some sectors will continue to suffer due to COVID-19 for years to come, others will see a spike in recovery and growth (e.g. health, personal care and ICT); there is a timely and tremendous need to identify and match labor market needs with proper skills development to effectively address the skills gap challenge in the post-COVID era.

Administrative Officer role as the point of contact for all project staff, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses, asset & travel) and organizing company records. preparing invoice and input to SAP system, and travel report. She/He will report to Project Manager.

Key End Result 3. Fixed Asset & Low Asset value management

T.1.     To manage the project asset

T.2.     Arrange annually physically check of project assets

Key End Result 4 Travel and office expenses report and preparing invoice

T.1.     Prepare the quarterly report for traveling outside Indonesia (with coordination with Procurement Officer if ticketing related to meeting/workshop/ training)

T.2.     Prepare monthly report for office expenses (office supplies, printer cartridge, office utilities).

T.2.     Input PO to SAP System and get approval from Admin Manager

T.3.     Prepare breakdown payment data list to Travel Agent for monitoring payment

T.4.     Support project for preparing documents for payment, coordination with Program and Procurement.

Key End Result 5 Arrange meeting, events & filing system

T.1.     Creating, updating, and maintaining records and databases

T.2.     Maintain a company calendar and schedule appointments

T.3      Book meeting rooms as required

T.4      Coordination with Receptionist for distribute and store correspondence (e.g. letters, emails and packages)

T.5.     Organizing special functions and social events

T.6.     Answer queries by staffs and vendors

  • Ensuring utilities cost effective and efficient
  • Ensuring office facilities well manage, cleanliness and tidiness
  • Asset movement are updated and recorded.


Internal relationship

  • Project Manager; Reporting, coordination
  • Finance Department; Payment process
  • Procurement Specialist & Officer; Coordination.
  • Project Staff; Coordination
  • Admin PSO & PIA Office; Coordination
  • Communication; Coordination
  • IT; Coordination

External relationship

  • Vendors; maintain relationship
  • Partners; contract management




  • Diploma/ Bachelor degree in Administration or any related field.
  • Experience in the related field is require for this position.
  • Excellent written and verbal communication skills
  • Excellent time management skills; ability to prioritize
  • Willingness to learn and to grow with organization and motivated to take on additional projects and solve problems
  • Self-directed and able to work without supervision
  • Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
  • Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field
  • Highly organized multi-tasker who works well in a fast-paced environment
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must



  • Experience with SAP Procurement will be preferable

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.  


Based at CO, office with at least 20% travel to PSO, PIA and projects areas, vendor offices and partner organization both in office, on the field and during humanitarian settings.

Low contact: Rarely interaction with children

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by click  https:// tinyurl.com/ADMINBTFYEE2022 now not later than  March 14,  2022