Terms of Reference
Position : External Relations Unit Manager
Program : WCS-IP Operations (100%)
Supervisory : General Affairs Manager
Line Supervision : Government Relation Coordinator & External Relation Officer
Duration of Assignment: One year – with possible extension
Employment status : Full time, fixed term
Coordination line. : Admin Coordinator, Admin Officer(s), HR Manager/Officer(s),
Finance Manager Bogor, CNP Unit Manager, with possible travel
to project sites (Sumatera, Sulawesi, Nusa Tenggara, Maluku, and others).
Location : Bogor
Background
The Wildlife Conservation Society (WCS) is a US based charitable organization whose mission is to save wildlife and wild places worldwide through science, conservation action, education, and to inspire people to value nature. Wildlife Conservation Society- Indonesia Program (WCS-IP) works on biodiversity conservation projects across Indonesia in support to the Government of Indonesia (GoI) biodiversity conservation efforts through Ministry of Environment and Forestry (MoEF).
Since the signing of first formal Memorandum of Understanding in 1997, WCS-IP has significantly grown over the last decades. As an international organization working in Indonesia, WCS-IP needs to ensure its compliance with relevant laws and regulations, following proper protocol and admin formalities, as well as having excellent external relation and communication with MoEF and various relevant stakeholders to achieve an efficient, high standard and best support to the GoI.
Position Description
The External Relations Unit Manager’s main duty is to support the function of WC-IP admin formalities/protocol, manage and coordinate external relations unit to act as liaison with GoI in general and MoEF in particular (government partner); as focal point for external communications with various relevant stakeholders and manage other facilities & administrative details and requirements concerning WCS-IP operations as INGO in Indonesia.
Under the general supervision of the Country Director of WCS-IP, this position is responsible for providing above- mentioned support to the WCS-IP General Affairs Manager as direct supervisor, as described in below Specific Tasks and Outputs/Deliverables.
He/she will be based in Bogor with possible official travel to the WCS-IP project sites, whenever needed.
Specific Tasks and Outputs/Deliverables
External partners/Government relation
- Support WCS-IP in general in its relation and communication with Government of Indonesia, i.e. MoEF, its Field Technical Unit(s) in all WCS-IP implementing sites and other Government Partner(s) within Inter- Ministries Licensing Team (TPOA and all its members). Lead the regular communication, administrative/protocol details with these government partners/external partners/stakeholders, including VISA/permit handling and other INGO facilities processes as necessary.
- Manage, supervise & coordinate the External Relations Unit with, but not limited to, the process of establishing/drafting MOU, Technical Agreement (PKS), Work Plan (RIK/RKT) and other legal documents necessary/required by regulations; drafting, development and finalization of WCS-IP Annual Programmatic Reports, semester/annual report(s) to MoEF, TOR of foreign expert(s) to Government of Indonesia, i.e. MoEF, monitoring of timely submission/deliverance of field report to local government partners and other necessary documents needed to ensure on time report submission delivery, ensure timely report submission delivery on RIK/RKT for monitoring and evaluation purposes.
- Manage and supervise the External Relation Unit in the technical preparation and implementation of successful monitoring and evaluation process cycle (annual and three-years evaluation) of WCS-GoI MOU, lead the communication and relation with TPOA and other external partners, local partners, and all relevant parties in coordination with WCS-IP internal and field team.
- In relation to #3 pointers, supporting WCS-IP in liaising and coordinating with external relevant partner’s presence in GoI/TPOA site visits/evaluation events. To some extent, in coordination with Operations’ Grant Budget team to monitor and ensure the compliance of all sub grantee and local partner’s compliance to law & regulations, as part of WCS-IP support to GoI in general through capacity building efforts to local third partners, i.e. local NGO, academic, etc.
- Supporting the External Relation Unit in providing English - Bahasa Indonesia (vice versa) translation (or coordinating external translation service provider) of official documents whenever necessary.
- In coordination with Conservation Network & Partnership Unit (CNPU) in the production of communication tool kit, including maintenance of WCS social media platforms, i.e. website, IEC (information, education, and communication materials), etc., that will be used for external communication outreach, to ensure compliance to local law regulation.
Administrative formalities/protocol & compliance
- As focal point in supporting the Country Director’s office in external written communications (official letters, official announcement, etc.), compliance with any regulations and its filing.
- Manage the External Relation Unit, in coordination with HR department to handle all WCS-IP INGO’s facilities, i.e. export-import paperwork, permit and related documents accordingly.
- In coordination with procurement team within General Affairs department, supporting the preparation of a handover memorandum, BAST and other necessary papers for asset handover, asset disposal or donation to other organization ensuring it is within WCS-IP, GoI regulations and donor guidelines.
- In coordination with Finance Manager, in delivery of all WCS-IP financial report(s) and tax report(s) to GoI (Ministry of Finance - MoF) and to coordinate WCS-IP representation and liaison with MoF in any queries, whenever needed.
Other relevant task
- Provide necessary administrative, technical facilitation and support to WCS-IP or Operations meetings, workshops, events, and other operational activities as well as in relevant meetings and field activities.
- Joining Operations Senior Management meeting, to keep the Country Director, Operations Director, General Affairs Manager and other senior Operations team member updated on external relation progress and current status.
- Ensure the availability of necessary translation, documentation, and database update for Operations team in general (Finance/Grant & Budget/General Affairs/HR) as requested by each Managers/Unit Managers/ Coordinators.
- Any other relevant ad-hoc duty requested by General Affairs Manager as necessary.
Position Requirements
- Minimum Bachelor degree, Master degree is preferred in environmental issues, biology, conservation or biodiversity preferred, but other relevant subjects such as International Relations, English etc.
- One to two years of relevant work experience in Government relation with environmental projects.
- Proficiency in Bahasa Indonesia and English is mandatory.
- Self-motivated and resourceful, with the proven ability to multi-task and operate successfully under tight deadlines and time pressures.
- Must have exceptional writing, proof-reading and editorial skills, communications and presentation skills.
- Concern for wildlife conservation and environmental issues is essential.
- Very good inter-personal skills
- Strong teamwork and effective cross-cultural interpersonal skills.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. As WCS Indonesia Program is a flexible organization, staff are expected to undertake any other tasks that are allocated to them, but which are not part of their regular TOR. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Please send a cover letter and CV in English to idrecruitment@wcs.org stating in the subject line “External Relation Unit Manafer_(name)” at the latest on 20-05-2024. No correspondence as only short-listed candidates will be notified.