Project Manager, Indonesia

About Us

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 300 experts come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in nearly 100 countries.

Overview

The Project Manager is responsible for leading the successful execution of assigned projects throughout the project cycle. They are the face of the project and the bridge between all stakeholders involved, accountable for defining, assembling, and driving forward the project's plan, coordinating the delivery of activities, and ensuring tangible results.

To achieve this mission, they are responsible for adaptively managing the following: (i) the project's delivery plan and strategy, including arbitration of any change requests; (ii) the team's coordination in moving deliverables forward; (iii) the timing and scheduling of activities; (iv) the acquisition and utilization of adequate resources, including contractors; (v) the project's budget, finances, and accounting; (vi) risk management and problem response; and (vii) liaising with and reporting progress to the donor.

Responsibilities

At the Program Level:

Program Governance and Management

• Program development: Ensures compliance of supervised projects to program-level operational plans, IISD policies, strategies, and best practices and processes among supervised project teams. Builds and expands relationships with external partners and contacts in beneficiary countries of supervised projects
• Internal relations: Supports program staff in liaising with IISD head office's corporate services on project-related matters, as well as the collection of consolidated status from projects under supervision.

Program Support

• Finance and accounting: Ensures accurate data of supervised projects is included in IISD-wide annual budget planning. Ensures projects meet expected contribution margins. Provides program staff with timely information on expense reconciliation and accounts payable for supervised projects.
• Information systems and IT: Supports the reliability of the program’s information management system by providing timely and accurate project status information in collaboration with Finance staff.
• Communications: Supports program-level communication efforts by providing impact information from supervised projects in collaboration with Project Lead.

At the Project Level:

Project Design, Planning, and Governance

• Project development and planning: Coordinates project proposal development for identified opportunities; works with Project Lead in drafting financial elements, collecting due diligence documents, and submitting final documents to the donor; evaluates change requests, organizes team calls, and supports Project Lead in updating project plans.
• Grant agreement: Liaises with funders to receive grant agreements; reviews donor agreement for compliance with IISD policies; sends received donor agreement to the program’s financial analyst for processing.
• Project reporting: Supports Project Lead in establishing communication with the donor; understands donor’s reporting requirements and ensures project activities align with donor objectives; coordinates progress reports, addresses inquiries, documents interactions, and supports Project Lead in meetings and relationship building with the donor.

Project Operations

• Project delivery management: Monitors deliverables progress and team members’ adherence to timelines; assesses project resource requirements and optimizes resource allocation; coordinates contract negotiation with contractors/vendors; advises project team on schedule changes and potential bottlenecks; supports Project Lead in establishing clear timelines and deadlines for deliverables; supports project team to deliver quality outputs on time and manage relationships with contractors/vendors.
• Project risk management: Guides Project Lead in the identification of potential risks and uncertainties that could impact project objectives, with a focus on operational, financial, and external risks; documents all risk-management activities; guides Project Lead in identifying potential risks that could impact project objectives.
• Project monitoring, evaluation, and learning (MEL): Sets up project structures for tracking and reporting project MEL data; tracks and documents lessons learned from projects for institutional learning purposes.

Project Support

• Project administration: Coordinates the preparation of contractor agreements and collects approval on contractor work completed; tracks contractor deliverables and ensures timely payment; acts as a liaison between IISD and contractor regarding subcontracting agreement terms and payments.
• Project finance and accounting: Oversees the allocation and approval of project expenses; sets up, tracks, and refines project finances; prepares project cost templates and manages the project budget; forecasts future budget needs and identifies potential budget risks; implements cost-control measures and maintains accurate accounting records; communicates budgetary status and financial performance to stakeholders.
• Project logistics: Plans and organizes project conferences, briefings, seminars, workshops, programs, and other initiatives; oversees the organization of travel arrangements associated with project activities.
• Project information systems and IT: Ensures proper documentation of project information in the program’s and IISD’s information systems; ensures appropriate recording of project status and MEL information in the program’s knowledge management system.
• Project human resources: Supervises assistants; sets annual objectives, conducts annual performance reviews, and supports career development paths.

Knowledge and Skills Requirements

• Minimum years of relevant experience: 5
• Academic qualifications: Advanced degree in relevant field (e.g., project management, sustainable development, accounting). Project management certification is a plus.
• Decision making: Informs critical strategic decisions at the program level; makes high-impact, strategic decisions at the project level; makes autonomous decisions on routine tasks assigned; provides clear directions for decision making by subordinates.
• Technical experience: Managing complex, multi-year projects; experience with MEL; experience with finance, accounting, and administration; experience with procurement and contracts management.
• Problem solving: Anticipate, mitigate, identify, and coordinate solving of medium-impact, cross-functional problems; anticipate, identify, and autonomously solve medium-impact problems; escalate identified problems to supervisors where necessary.
• Stakeholder engagement: Engaging with external stakeholders (partners, beneficiaries, vendors); engaging with internal stakeholders (team members, other departments); gathering requirements and providing updates
• Fluency in Bahasa Indonesia will be a strong asset.

Location: Indonesia

Salary: Salary commensurate with experience.

Employment type:Full-time position

Start Date: As soon as possible

Closing Date: January 6, 2025, 4pm CST

Candidates must hold appropriate work authorization for location where they expect to be based without any sponsorship from IISD.

Application Procedure

All submissions must be in English.

Applications will only be accepted through Bamboo HR.

• A CV (no longer than two pages)
• A one-page letter of motivation
• IISD Voluntary Self-Identification Questionnaire (optional)

Only those candidates we wish to interview will be contacted. Resumes will be kept on file for 1 year.  

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+, to apply for this position. Preference will be given to the equity-deserving groups during the hiring process. We offer reasonable accommodations in our recruitment process and seek applicants’ advice on how best to accommodate their needs. Please self-identify and answer our employment equity questionnaire on our applicant tracking system when you apply.

IISD does not discriminate on the basis of age, gender, caste, ethnicity, religion, colour, disability, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.