Project Coordinator – Indonesia

Individual Contractor Position (Hybrid working)

Project and Period

Net Zero Emission Building Roadmap Development for Balikpapan and Tangerang Selatan (CWF 2.0 project)

19 January 2023 to 31 December 2023 (for 18 days/ month) – Consulting Contract

Job Description

The Global Buildings Performance Network (GBPN) is a globally and regionally focused non-government not-for-profit organization whose mission is to provide policy expertise and technical assistance to advance building energy performance and realize sustainable built environments for all. With staff members located around the World in Indonesia, India, Australia, and Europe, GBPN brings over 10 years of knowledge and innovation to sustainable building policy reform. With every project, governments leverage our intellectual capital, our experience, analysis, evidence and our network.

GBPN goal is to contribute to the building sector achieving its full energy savings and CO2 mitigation potential of more than 2.1 Gt by 2030. To do that, GBPN assists governments and industry to implement climate change actions in their building sectors that help achieve their commitment to the Paris Climate Agreement and Sustainable Development Goals (SDG).

In Indonesia, GBPN has a team of project managers who will facilitate the engagement between the Ministry of Finance, Ministry of Public Works & Housing, Ministry of Energy and Mineral Resources, sub national governments (which includes Samarinda City and Bali Province) and a network of Indonesian building policy experts as well as local partners to provide technical support and training. This engagement will be coordinated from Jakarta and be resourced by GBPNs global network and education resources.

GBPN now seeks a Project Coordinator to support its work under the Climate Works 2.0 (CWF 2.0) Enabling National Policy Reform for zero-emissions buildings through strategic sub-national engagements in Indonesia at both the national and subnational levels.

Project Background

CWF 2.0 will focus on enabling national policy reform for zero-emissions buildings through strategic sub-national engagements in Indonesia. This project started in June 2022 until December 2023 and aims to establish a scalable approach to engaging sub-national governments in the implementation and reform of national energy and building regulations, and regulatory frameworks that will enable Indonesia to achieve its NDC targets and zero-emissions goal. The project focuses on key national and subnational regulations, their pathways to implementation, and vertical integration through pilot policy reforms in key subnational jurisdictions aiming at the development of new zero-emissions policies and regulations for buildings. It also provides platforms for scaling and accelerating the policy reform cycle through GBPN’s HIDUP group and a Buildings Policy Hub in Jakarta

The project will leverage GBPN’s current engagements in Bali and Samarinda along with GBPN’s national engagements with the Ministry of Finance, Ministry of Public Works, the GBPN HIDUP and Policy Hub to bring two new subnational governments into our policy reform cycle to develop Policy Reform Plans that align local zero- emissions buildings policies with national climate targets and goals. A stakeholder-led bottom-up approach is used to implement the project so that the process of developing Policy Reform Plans builds the capability of local and national authorities, and CSOs to continue to implement the plans over time and improve the fundability of local organizations and policy reform projects.

Scope of Work

The Project Coordinator will work under direct supervision of the Project Manager to contribute to the successful delivery of the project’s outcomes.

The Project Coordinator’s Scope of Works will include:

  1. Support the Project Manager and Lead Coordinator in activity planning, project work plans and budget preparation in relation to the project implementation in the selected cities
  2. Provide support on the engagement process and coordination with the selected city governments and related parties
  3. Build partnership and manage good relationship with clients, partners, and other key stakeholders
  4. Ensure on-track and manageable key activities implementation in each project selected cities
  5. Coordinate with and support the project team members (i.e., INSGREEB) and experts working for the project including to ensure them to deliver their outputs and outcomes on schedule, on budget and with good quality
  6. Facilitate and involve in data gathering planning and preparation including primary and secondary data
  7. Support the Project Manager and Lead Coordinator in facilitating stakeholders’ discussions, local HIDUP forum and delivering trainings and workshops
  8. Prepare and manage project missions, including mission budget requests, disbursement, and settlement
  9. Support the Project Manager and project teams in delivering the project operations, ensuring that:
    • Projects, plans and operations are executed smoothly and are aligned with the GBPN’s and stakeholder’s priorities and policies
    • Project funds are disbursed properly and supporting documents are kept well in the GBPN’s shared drive
  10. Support the Project Manager and working with project teams on administrative tasks of the project. Tasks may include but not limited to:
    • Draft letters & minutes, schedule stakeholder meetings, coordinate logistics for workshops & training;
    • Manage the project documentation in an appropriate and satisfactory manner;
    • Assist with organizing operational, financial, and administrative processes for project needs
  11. Assist the Project Manager and project teams in supporting the implementation of the monitoring and evaluation and learning activities of the project:
    • To collect and tabulate results from the event feedback forms
    • To provide project data to the lead coordinator for monitoring and evaluation tracking and reporting in Click-Up (GBPN’s Project Management System).
    • To provide insights and lessons learnt on the project to the Project Manager for documentation within ClickUp.
  12. Produce report regularly, including oversee, review monthly update report, including to develop presentations to key stakeholders
  13. Assist the Project Manager in communicating and coordinating with GBPN Global ED/CEO, Portfolio Managers, Head of Finance and Admin, Head of Operations, GBPN Indonesia’s Country Manager and Advisers and other team members in resolving pending questions and issues
  14. Maintain a written database of contacts of the project in a shared folder in Google drive
  15. Update information in the shared folders in the Google drive regularly
  16. Provide written updates on the progress of each selected city in weekly progress meeting template on ClickUp and support the team as necessary to ensure the project is managed and tracked on ClickUp.
  17. Support knowledge building and knowledge sharing
  18. Any other duties as may be assigned.

Skills and Qualifications

  • At least Bachelor’s degree in Public Policy/ Law/ Economy/ International Development/ Administration/ Business/ Environmental Science/ Architecture/ Engineering
  • Strong analytical skills: 5+ years of experience as a project coordinator.
  • Strong leadership skill
  • Results driven – with a focus on developing creative solutions
  • Diplomatic skills to interact with a range of people on different levels and with various cultural backgrounds
  • Networking ability
  • Experience in conducting tasks related to policy development and/or knowledge relevant to the policy development process in Indonesia
  • Ability to meet deadlines and work in a team
  • Flexibility and creativity in working in a dynamic environment
  • Ability to create and nurture effective working relationships with the project’s clients
  • Ability to handle conflict and work under pressure
  • Experience using MS Office applications (Word, Excel, PowerPoint) and/or Google Suite
  • Strong communication skills with a flexible approach
  • Ability to work autonomously, with little supervision
  • Understand well how to operate Zoom and other online meeting applications

Preferred Qualities

  • Public Policy experience is desirable
  • Experience in engaging with government agencies (previous engagement with any one of the Ministry of Energy and Mineral Resources, Ministry of Finance, Ministry of Public Works and Housing, Ministry of Environment and Forestry, Ministry of Development Planning Agency, and/or subnational governments are preferred)
  • Experience in engaging with private sector, professional associations, and donors
  • Knowledge of policy roadmap development in Indonesia is a plus
  • Fluent in English and Bahasa Indonesia (writing and speaking)
  • Proven relevant experience is an advantage.
  • Experience using ClickUp or other online project management applications is desirable.

Conditions

This position is available for immediate commencement and is offered as a fixed-term fee for service consulting contract for 18 (eighteen) days per month until 31 December 2023. Communication with GBPN team members around the world is largely online, and may require working outside normal working hours. The position is a hybrid working position.

The position requires traveling to Balikpapan and Tangerang Selatan. This position will report directly to the Project Manager and work closely with the Lead Coordinator of the CWF 2.0 projects with guidance from the GBPN Global and Country Management team.

How to apply

Email below information by 21st January 2023 to: careers@gbpn.org (include ‘Project Coordinator CWF 2.0” in the email subject line).

Please provide below information in your email:

  1. Your CV and a cover letter detailing qualifications to perform the role, including relevant experience, and description and/or links to similar assignments. The letter should also indicate your preferred start date.
  2. A proposal detailing your approach for the services and work described, including number of days per week, your daily rate and total fee for services in $US Dollars including all applicable taxes and charges.