Admin & Finance Assistant, Project Management Unit (PMU) – IKI SAGU Project

Context

The Tenggarong-based Project Management Unit (PMU) is established to support the implementation of Kemitraan’s field-level programs in East Kalimantan. While the PMU currently manages activities under the International Climate Initiative (IKI)–supported Western Pacific Sustainable Peatland Management (SAGU) Project, it is intentionally structured as a multi-project unit capable of administering IKI SAGU now and additional projects in the future as program needs evolve.

The SAGU Project is a multi-country initiative implemented across Indonesia, Malaysia, and Papua New Guinea, aimed at halting or reducing peatland ecosystem degradation. It addresses systemic challenges such as limited peatland data, unsustainable land-use practices, inadequate monitoring capacity, and low community engagement. Key intervention pillars include strengthening peatland mapping and monitoring, improving policy and planning instruments, expanding community education and outreach, and promoting sustainable peatland management and livelihood innovations. These efforts contribute to countries’ broader commitments to integrate sustainable land management and greenhouse gas (GHG) emission reduction into their Nationally Determined Contributions (NDCs).

Indonesia hosts both lowland and upland peat ecosystems and has established important regulatory frameworks for peatland protection and restoration. However, issues such as wildfires, drainage, land conversion, and agricultural expansion persist—particularly in West and East Kalimantan. Under SAGU, the PMU supports interventions that include improved peatland data integration, strengthening subnational planning instruments such as RPPEG Kutai Kartanegara and district-level management plans, and diverse of village and community level activities on sustainable peatland management such as:   community-centered rewetting–revegetation–revitalization (3R) approaches, participatory mapping, peatland rehabilitation, and community livelihood development. The project also enhances institutional capacities, supports participatory village-level planning, and improves fire management preparedness through strengthening community fire brigades (MPA).

Kemitraan acts as one of the core implementing partners in Indonesia, collaborating with CIFOR-ICRAF (consortium lead) and partner organizations including SNV, GEC, ITPC, and YLBA. In East Kalimantan—particularly the Tenggarong area—the PMU plays a central role in facilitating field implementation, stakeholder engagement, policy harmonization, community facilitation, and MPA strengthening. The PMU also ensures that Indonesia’s local-level implementation contributes to SAGU’s multi-country monitoring, learning, and reporting mechanisms, including biannual and annual reporting to the IKI/BMUV donor.

For its current mandate, the PMU team—including the Admin & Finance Assistant—supports the smooth and compliant delivery of field activities, covering administration, procurement, logistics, coordination with government agencies, community facilitation, and maintenance of proper documentation. As the PMU may support additional environmental, governance, or community-based projects in the future, these functions are designed to be adaptable across multiple program portfolios.

Key Functions and Tasks

Stakeholder engagement

• Arranges appointments and maintains calendar of project activities; responds to routine inquiries.
• Manage travel and meeting arrangements for the project team.

Project preparation

• Set up filing structures and reference folders; populate finance templates with project metadata; assist with vendor onboarding documentation. Good housekeeping enables auditability and faster processing later.

Project management and quality assurance

• Manage payment, advance, and liquidation trackers; assemble supporting documents and ensure filing completeness. Accurate trackers reduce late payments and improve cash visibility.
• Manage administration and finance aspects of project activities at the field level.
• Maintains, logs, files and updates all program related administrative records, this will include, but not limited to, reports of consultants, advisors, and or media campaign material produced by the project

Team management

• Collect and check time-sheets, advances, and liquidations; maintain staff expense trackers; schedule finance inductions. Proactive reminders and checks improve compliance rates and processing speed.
• Maintains leave monitoring and daily attendance records for all project staff.

Financial management

• Update ledgers and reconcile advances; compile supporting documents, preparing activity financial reports; arrange logistics for financial reviews and audits; prepare payment batches. On-time, complete packs minimize back-and-forth and audit queries.

Procurement

• Update procurement financial trackers and commitments; file quotations, bids, evaluation notes, and contracts; prepare payment documentation upon deliverables received. Diligent filing maintains the audit trail and supports timely vendor payments.
• Prepare documents for procurement support and preparation of related documents.

Deliverables

• Organized finance folders, activity financial reports and indexes with complete vouchers and document lists. This ensures easy retrieval during reporting and audits.
• Up-to-date payment, advance, liquidation, and commitments trackers. Accurate data improves cash management and planning.
• Pre-populated forms and payment packages complete with approvals. Standardization reduces errors and cycle time.
• Vendor files with KYC documents and onboarding checklists. This supports compliance and smooth transactions.
• Audit and review logistics notes, schedules, and attendance lists. Good coordination keeps reviews efficient and predictable.

Key Performance Indicators (KPIs)

• Tracker accuracy and updates. Target: update payment, advance, and liquidation trackers at least twice weekly with zero unexplained discrepancies. Accurate trackers support decisions.
• File completeness. Target: ≥98% completeness rate for monthly voucher files according to the Index. This ensures audit readiness.
• Cycle time for standard payments: Target: median ≤3 working days from complete documentation to batch preparation. Predictable cycle time accelerates delivery.
• Meeting and review logistics. Target: 100% of scheduled finance reviews/audits supported with on-time logistics packs. Smooth logistics keep reviews efficient.

Competency

Core competencies

• Integrity and accountability: act in line with organizational values, keep commitments, and maintain confidentiality.
• Results orientation: focus on outcomes, prioritizes effectively, and follows through on agreed actions.
• Collaboration and communication: build positive working relationships and communicate clearly in diverse settings.
• Learning and adaptability: seek feedback, adapt to change, and apply learning to improve performance.

Technical competencies

• Record-keeping and filing: maintain accurate trackers and organized, indexed files.
• Basic accounting procedures: understand vouchers, advances, reconciliations, and coding.
• Productivity tools: use spreadsheets and collaboration tools efficiently.

Qualifications

• At least 2 years of experience in finance or administration roles involving documentation and trackers as well as logistics.
• Experience in donor-funded projects is an advantage.
• Diploma or Bachelor’s degree in accounting, finance, business administration, or related field.
• Strong filing, logistics, and documentation skills.

How to Apply

Interested candidates are invited to submit their application, including a CV and cover letter outlining relevant experience, to the button below before April 7, 2026. Only shortlisted applicants will be contacted for further selection processes.

Lamar Sekarang