Project Administrative Executive - Malang

Long-term contract
Localisation Malang, Indonesia
No remote
3 yrs of exp.
Posted on 04-04-2024

Alliance to End Plastic Waste

We envision a world without plastic waste in the environment, driven by a functioning circular economy.

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  • Between 50 and 250 employees
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Reporting to the Bersih Indonesia Project Lead, the Project Administrative Executive role provides project administrative and clerical support in ensuring that our Indonesian office, and Indonesia projects are managed efficiently and sustainably.

Roles and responsibilities

  • Provide administrative and other support to Bersih Indonesia, AEPW project managers for their Indonesian projects and future staff in our Indonesian office
  • Liaise and coordinate appointments, meetings, calls and logistics
  • Take meeting minutes when required and carry out the necessary follow up
  • Ensure all communication to internal and external parties are promptly and accurately disseminated after review
  • Organise travel arrangements as appropriate
  • Pro-actively follow-up of matters assigned
  • Administration and accounting for project expenses, statutory expenses, petty cash disbursements, government official honorarium fees, meetings, events, seminars (including event venue, logistics and F&B)
  • Verify invoices from project partner prior to approval from authorized personnel
  • Follow up on letters for project team meeting with Malang regency for internal check and our Indonesian office’s signature
  • Support procurement activities by PMO (including verifying the procurement plan input, vendor’s appointment and financial proposal)
  • Support periodical budget/forecast update in coordination with project manager and Alliance’s finance team
  • Pro-actively support management of calendars of Indonesia project managers
  • Manage office needs such as IT requirements, office supplies, utilities, maintenance and space planning
  • Support in-person meetings, site visits, workshops or events in Indonesia as required


  • 3 years of relevant experience
  • Degree in business administration or related studies, preferably a university degree or equivalent
  • Fluent in Bahasa Indonesia and English (both written and spoken)
  • Possess qualities of self-motivation, personal integrity, and emotional intelligence
  • Have a strong demonstrated interest and passion in sustainability


  • Preferably in Malang or Surabaya

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