Job Description

SIAP SIAGA Administrative Assistant

Program Overview

The Australia-Indonesia Partnership in Disaster Risk Management (AIP-DRM) is a five-year program (2019 – 2024) funded by the Australian Government’s aid program and implemented in cooperation with the Government of Indonesia.

The program aims to improve Indonesia’s ability to prevent, prepare for, respond to and recover from disasters and strengthen cooperation between Australia and Indonesia on humanitarian issues in the region. The Program will be implemented at the national and sub-national levels though collaboration with BNPB and other government institutions, Civil Society Organisations and multilateral agencies. The Program is operating at both National and Subnational level and currently targeting 4 provinces: Bali, East Java, NTT, and NTB.

Purpose of the Position

The Administrative Assistant is responsible to provide various form of administrative and logistic assistance to SIAP SIAGA team and coordinate support services required by SIAP SIAGA team.The Administrative Assistant will ensure that office systems and logistic support function in an efficient, effective and dependable fashion and in accordance with the procedures and guidelines laid out in the SIAP SIAGA Operations Manual.

Roles and Responsibilities

Under the direction of SIAP SIAGA Head of Operations and Finance, the Administrative Assistant will carry out a wide range of duties as follows:

• Assist in establishing and maintaining efficient administrative system including filing, inventory and other related matters;
• Assist in managing and coordinating general maintenance of the SIAP SIAGA office premise including the office space;
• Assist in identifying what furniture, office equipment, and stationery are required and purchased within the budget (may require several quotes before purchasing, refer to DFAT Procument Guidelines);
• Coordinate with the Head of Operations and Finance to ensure application of administrative procedures and guidelines for administrative and logistic and procurement matters;
• Maintain good working relations with SIAP SIAGA team, partners and suppliers;
• Provide administrative support and logistics support (reports, letters, transportation, ticket and hotel reservations) to SIAP SIAGA staff and consultants;
• Ensure the proper maintenance of equipment, in particular computers and security plan guidelines of the SIAP SIAGA Office;
• Assist, under the guidelines of the SIAP SIAGA Operations Manual, in procurement/purchasing of goods and equipment;
• Provide necessary assistance for administration and logistics accordingly (work sessions, seminars, short courses, coaching, etc.) according to the needs requested;
• Provide assistance in the preparation of SIAP SIAGA’s activities in Indonesia and outside of Indonesia such as exposure visits, courses, exchanges, etc;
• Coordinate the logistics of fleet and transportation for official trips;
• Coordinate contracting process of SIAP SIAGA Services Panel (Graphic Designer, Translator and Interpreter) in line with Palladium processes and the Commonwealth Procurement Rules, including maintaining longlist, shortlist, interview process and call-down contract issuance for each Service Panel Position;
• Work closely with SIAP SIAGA Human Resource Officer to arrange visas (formalities documents) for the team as necessary including issuance of Accreditation Letter, Assignment letter, and KITAS;
• Undertake other project operational coordination activities as reasonably required by the Head of Operations and Finance and SIAP SIAGA team.

Duration and location

The initial duration of the contract will be 12 months with possible extension. Location will be in Jakarta.

Functional Relationship

This position will:

• Report to Head of Operations and Finance;
• Coordinate closely with the AIP-DRM project team members, Project Director, Project Manager and Project Associates as appropriate.

Qualifications, Experience, and Personal Attributes

• At least Associate Degree (D-III) in Administration or in relevant education;
• At least 3-5 years of experience in equivalent administrative positions;
• Must have the ability to work effectively in a fast-paced environment;
• Must be flexible, willing to perform other duties and work irregular hours;
• Able to communicate fluently and effectively in Indonesian and English;
• Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues;
• Must be capable of working both individually and as part of a team;
• Must also be able to create a supportive working relationship among all SIAP SIAGA team members and Partners.

Application Closing Date: Friday, 22 April 2022

Company Overview:

About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.