Project Coordinator Assistant (PCA) – aGROWforests Project

We are looking for a Project Coordinator Assistant to support the daily management of the aGROWforests programme, ensuring smooth implementation, accurate reporting, and strong coordination between field teams and stakeholders in Bangka Belitung.

About the role

The aGROWforests project involves complex coordination between farmers, field staff, and consortium partners. The purpose of this role is to provide essential operational support. The PCA will act as the right hand of the Project Coordinator, managing administrative workflows, tracking progress, and ensuring that the project runs smoothly in accordance with approved work plans, budgets, and donor requirements.

Project background

The aGROWforests for Sustainable Spices project contributes to a Sustainable, Bio-Diverse, Climate Resilient and Responsible Spices Sector In Indonesia. The project targets 2,300 farmers in Bangka Belitung and Lampung to increase productivity and income through climate-smart agriculture (CSA) and agroforestry.

By the end of 2025, the project has trained over 1,300 farmers. As the project shifts toward a broader community and landscape-based approach, a dedicated Assistant is required to provide technical, administrative, and coordination support to ensure the team meets its ambitious 2027 targets.

Scope of work

The Project Coordinator Assistant will work under the supervision of the Project Coordinator. The scope includes:

1. Project Planning & Coordination Support

• Assist in the preparation and updating of project work plans, activity schedules, and implementation timelines.
• Support coordination between internal teams (field, finance, procurement, MEL) and Consortia members to ensure alignment.
• Assist in organizing regular coordination meetings, including preparation of agendas, meeting materials, and minutes.

2. Administrative & Documentation Support

• Maintain organized project documentation (contracts, MoUs, correspondence, reports) and filing systems.
• Support logistical arrangements for project activities such as workshops, trainings, field visits, and meetings.
• Support preparation of official project materials including letters, memos, and presentations.

3. Reporting & Data Management

• Assist in compiling periodic project reports (monthly, half-yearly) and newsletters in coordination with relevant teams.
• Support data management by verifying and updating farmer data in the Odoo system and project apps.
• Support tracking of project indicators and deliverables against the approved project proposal.

4. Stakeholder & Field Coordination

• Support communication with external stakeholders, including local partners and community groups.
• Assist in scheduling field activities and documenting them (photos, attendance lists, activity reports).
• Support preparation of briefing notes and materials for stakeholder engagements.

5. Financial & Compliance Support

• Support coordination with the finance team to track activity budgets and monitor implementation against expenditure.
• Assist in preparing documentation for audits, reviews, and evaluations.
• Support compliance with environmental, social, and safeguarding requirements.

Expected deliverables

• Up-to-date Work Plans: Regularly updated schedules and activity timelines.
• Meeting Documentation: Accurate minutes and action point tracking for coordination meetings.
• Project Reports: Timely compilation of monthly and progress reports for management/donors.
• Data Integrity: Accurate and verified farmer data within the Odoo and KoBo systems.
• Field Documentation: Complete records of field activities, including logistic support and activity reports.

Target audience / main users

• Project Coordinator: Who relies on the PCA for operational efficiency.
• Field Teams: Who need logistical and administrative support.
• Consortium Partners: Who require consistent communication and reporting.

Required profile

• Education: Bachelor’s degree in Business Administration, Management, Development Studies, or related field.
• Experience: Minimum 1–3 years in project coordination or administration (experience in agriculture/NGOs is an advantage).
• Location: Preferably based in Bangka Belitung Province to ensure close coordination with field activities.
• Technical Skills: Proficiency in MS Office/Google Workspace. Experience with Odoo and KoBo Collect is a strong asset.
• Soft Skills: Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Languages: Excellent written and verbal communication in Bahasa Indonesia and English.

Proposal submission

Interested consultants (individuals or organizations) are invited to submit:

• CV & Cover Letter: Indicating interest and suitability.

Selection criteria

Candidates will be evaluated based on the quality and timeliness of past outputs, effectiveness of coordination skills, compliance with project procedures, and the ability to proactively support project implementation.

If you have any questions about this ToR please contact [email protected]