Josta Sipahutar
Brisbane,Australia
Summary
With 10+ years of administrative and project coordination experience in Indonesia, I am skilled at and enjoy busy work environments and interacting with people from different cultures and backgrounds remotely and in person.
Overview
21
21
years of professional experience
Work History
Project Management Consultant
Freelance
01.2022 - Current
- Provided expertise to organisations in Indonesia requiring assistance with program development, planning, funding, and networking to strengthen their chances of success
- Managed the successful delivery of multiple projects (in Indonesia)
- Assessed project risks and created strategies to mitigate them
- Provided guidance to team members on project management best practices
- Assessed project performance, identified areas of improvement, and developed plans for continual process improvement
- Identified partnership and collaboration opportunities for funding to achieve the project’s goals
- Assisted and guided in writing a grant proposal for funding
Reception & Administration
Compliance Rdy Pty Ltd
06.2023 - 12.2023
- Calendar coordination: scheduling database audits for external clients' compliance activities on behalf of the audit team
- Reception: answering phones, responding to, forwarding, and actioning emails
- Finance – invoice creation, payments, account receivables, daily banking, and reconciliation
- Communications: working with auditors on client interactions
Program Officer
AVI
01.2017 - 01.2022
- Company Overview: Australian Volunteer Program funded by the Australian Department of Foreign Affairs and Trade
- Provided responsive and high-quality volunteer support (in-country and remotely), onboarding, partnership development and engagement, monitoring and evaluation, risk management, recruitment, monitoring and evaluation, event organizing, finance, and administrative services
- People Support: onboarding, mobilisation, in-country induction and training, and ongoing support of 100 in-country volunteers annually, including repatriated volunteering when COVID
- Stakeholder Development: Increasing volunteer assignment numbers to meet department targets by identifying and developing new partnerships and supporting new partner organisations to design volunteer assignments
- Strategic Planning: Developed and maintained the Australia-Indonesia Partnership (AIP) Country Strategy as part of the Indonesian team and sustainable development goals
- Database: Salesforce platform management of over 250 in-country partner organisations, including due diligence activities and technical requirements, Work, Health and Safety, office workspaces, volunteer security, child protection policy, etc
- Grants: Guided and mentored in-country partner organisations to draft grant proposals and applications
- Event and Training Management: online and offline events including but not limited to Annual meetings, International Volunteer Days, International Woman Days, regular volunteer social events, catch-ups throughout Indonesia, Gender Equality, Disability and Social Inclusion (GEDSI), and Child Protection Policy
- Designed and implemented a series of training in collaboration with KOMNAS Perempuan (National Commission on Violence Against Women in Indonesia) and Legal Aid in preventing exploitation, abuse, and sexual harassment for all AVP staff, organisational partners, and the public online
- Emergency Response: During political, security, or environmental emergencies in Indonesia that impacted volunteers, I coordinated the emergency plan to locate and contact all volunteers, including arranging emergency extraction and accommodation on multiple occasions
- Australian Volunteer Program funded by the Australian Department of Foreign Affairs and Trade
Administration Officer
AVI
01.2011 - 01.2016
- Company Overview: Australian Volunteers Program
- Provided responsive and high-quality administration, finance, travel services, event organising, and visa accreditation support for the Australian Volunteer Program
- Visas and immigration: Coordinating and maintaining all in-country volunteer visas, including two in-country extensions and one external visa renewal for every volunteer every six months
- Finance: Program budget and account reconciliation management, reporting to Country Director
- Finance: office petty cash and bank account
- Travel and Accommodation: Responsible for daily support of all volunteers to ensure the first three months of country accommodation and that volunteers find long-term accommodation
- 24/7 On-Call support: At all times, in-country volunteers can access this support to assist with their administration and logistics, cultural awareness, and diplomacy
- Emergency Response: Assistant Program Officer during times of in-country environmental, political, or security emergencies
- Asset Management: inventory assets, asset identification and classification, and maintenance schedules
- Procurement: Identify which goods and services the organisation needs, approve the invoice, and arrange payment
- Australian Volunteers Program
Communication Officer
Borneo Orangutan Survival Foundation (BOSF)
01.2008 - 01.2010
- Responsible for coordinating and managing the development and production of communication materials and activities related to the Orangutan re-introduction project, land rehabilitation, and Samboja Lodge, including the BOSF volunteer program
- Communications: Brand management, strategic marketing, enhancing organisational reach and reputation, meeting the communications objectives of the organisation
- Public relations: program campaigns/stallholders at exhibitions, schools, and government institutions
- Education: Developed environmental education methods for schools aged children from 4 to 15 years
- Volunteers: Developed volunteer programs for international and national schools
- Publications and Resources: Developed, managed, and distributed brochures, banners, and information
- Website: Developed and maintained our website
Office Administrator
International Finance Corporation (The World Bank Group)
01.2004 - 01.2007
- Provided responsive and high-quality administration, finance, office management, budget controller, human resources, procurement, travel services, event organiser, and database management
- Office set up, pack down, and management of all office activities over the period the office was active
- All office services, needs, and maintenance of office and residence properties align with World Bank regulations
- Budget auditor-controller for all subcontractor projects within the program
- Emergency response: Supported the program manager and staff by designing an emergency evacuation plan for travel to conflict areas (Afghanistan and West Papua)
- Designed and coordinated workshops and events in Bogor (West Java) and Balikpapan (East Kalimantan)
Education
Associate's Degree - English Literature
School of Foreign Language (STIBA Satya Widya)
Surabaya, IndonesiaSkills
- Key relationship development
- Scope development
- Project evaluation
- Project planning and development
- Problem-solving abilities
- Cross-functional coordination
- Site safety coordinator
- Multitasking
- Team building
- Risk Assessment
- Time management abilities
- Compliance Monitoring
Training
- Multicultural Communities Training (Jakarta)
- Effective Supervisory Training (Jakarta)
- Administration and Client Services Training, The World Bank Group (Manila, Philippines)
- Child Protection Policy (Jakarta)
- Indigenous Cultural Awareness, Australian Institute of Aboriginal and Torres Strait Islander Institute
- Preventing Sexual Exploitation, Abuse, and Harassment (Indonesian National Commission on Violence Against Women)
Languages
English
Indonesian
Javanese
Essential German
References
- Trish Cameron, International Refugee/Human Rights Lawyer, trish.cameron@pm.me, 04 2236 6565
- Jonathan Hunter, Regional Director for Asia Archipelago, jhunter@australianvolunteers.com, +62 813 3707 4500
- Nicole Donaldson, Executive Director of Synergistiq, Nicole.donaldson@synergistiq.com, 04 0915 1164
Timeline
Reception & Administration
Compliance Rdy Pty Ltd
06.2023 - 12.2023
Project Management Consultant
Freelance
01.2022 - Current
Program Officer
AVI
01.2017 - 01.2022
Administration Officer
AVI
01.2011 - 01.2016
Communication Officer
Borneo Orangutan Survival Foundation (BOSF)
01.2008 - 01.2010
Office Administrator
International Finance Corporation (The World Bank Group)
01.2004 - 01.2007
Associate's Degree - English Literature
School of Foreign Language (STIBA Satya Widya)
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