Activity Coordinator

The Role
The Activity Coordinator will support the effective delivery of AIPJ3’s strategies and program activities through high-quality logistical, administrative, event organizing, and financial coordination. We are looking to recruit several people for this position to support the breadth of AIPJ3’s work across different areas. This role will work closely with Strategy Leads and Managers, Operations team, and relevant stakeholders to ensure that activities are well-planned, resourced, and implemented in a timely and efficient manner.

The Activity Coordinator will be responsible for ensuring the smooth operational execution of activities across all AIPJ3 workstreams, including preparing documentation, coordinating logistics, monitoring budgets, and processing payments in line with operational and compliance requirements. The role will contribute to strengthening internal systems and supporting a culture of collaboration and accountability.

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Specific Responsibilities

General

• Undertake logistics and administrative work relating to the preparation, implementation and reporting of AIPJ3 activities and events. This includes maintaining an activities/events calendar, arranging travel and accommodation, securing venues, sending invitations, preparing materials, coordinating translation and interpretation, managing equipment (e.g. microphones, sound systems), recording attendance, note-taking, organising meals and refreshments, and facilitating the payment and documentation of per diems and other eligible expenses.
• Arrange meetings with GOI and CSO partners, stakeholders, advisers and others in support of program activity planning and delivery, under the guidance of the relevant Strategy Manager(s).
• Support coordination and liaison efforts with government institutions, civil society organizations, justice sector bodies, and other stakeholders for the implementation of program activities across AIPJ3 strategies.
• Organise travel and accommodation for AIPJ3 team members, including technical advisers, and provide logistical support to the Operations team when required.
• Facilitate the procurement, printing, storage, and distribution of program supplies and publications.
• Prepare draft Terms of Reference (ToR) and activity budgets in consultation with Strategy Manager, ensuring alignment with program budget allocations, and support the development of related financial reports.
• Coordinate with the Operations and Finance Teams to ensure timely submission of payment documentation and invoices, as well as accurate financial record-keeping for all activities.
• Support the preparation of letters, narrative and financial reports, and other program documentation as needed.
• Organise or conduct translations of simple documents and coordinate with professional translators for complex materials.
• Uphold child protection standards in all activities and report any identified risks or concerns in line with AIPJ3’s child protection policy.
• Maintain well-organized electronic files on shared drives (e.g., SharePoint) and the program Management Information System (MIS).
• Develop and maintain an individual Goal, Learning, and Development Plan with clear outputs and timelines.
• Carry out other relevant duties as reasonably requested by Strategy Manager and Partnership and Operations Lead.

Program Coordination

• Establish and maintain an effective filing system for each program strategy to store and organize key documents (e.g., regulations, publications, reports) and regularly remind and support team members and advisers to contribute relevant materials.
• Manage feedback or complaints from partners or participants, identify related risks, and propose or implement appropriate solutions, in consultation with the Strategy Manager when needed.
• Liaise with Civil Society Organisations and Government of Indonesia partners, under the guidance of the Strategy Manager.
• Represent the program or accompany the Strategy Manager at partner meetings, workshops, or coordination forums as required.

Key Deliverables

• Activities and events implemented in line with AIPJ3 operational and compliance guidelines.
• Timely reconciliation of advances and submission of financial documentation.
• Organized and accessible filing systems for each program strategy area.

Essential Experience and Knowledge

• Bachelor's Degree in administration, finance, management, social sciences, law, or a relevant field.

• Minimum 5 years of experiences in project and office management, particularly in organising large-scale and high-level events (meetings, workshops, seminar, trainings etc).

• Able to do negotiation, coordination and communication skills.

• Demonstrated capacity to work with and take direction as part of a team.

• Experience in reporting on activities and sound financial management experience.

• Good written and verbal communication skills in Bahasa Indonesian and English.

Desirable

• Work experience in justice projects is preferable.

• Experience working and delivering results in a DFAT-funded project.

• Experience working with the Government of Indonesia