Job Description

INOVASI - East Java, Provincial Administration Officer

Project Overview and Role:

Background

The Innovation for Indonesia’s School Children (INOVASI) Program is a partnership between the Governments of Australia (GoA) and Indonesia (GoI). INOVASI includes Indonesia’s Ministry of Education and Culture (MoEC), Ministry of Religious Affairs (MoRA), the National Development Planning Ministry (Bappenas), and sub-national partners in the provinces of West Nusa Tenggara, East Nusa Tenggara, North Kalimantan and East Java. The Program seeks to identify and support changes to education practice, systems and policy which demonstrably accelerate improved student learning outcomes. INOVASI is managed by Palladium on behalf of The Government of Australia (GOA), through the Australian Department of Foreign Affairs and Trade (DFAT), and formally started on 18 January 2016.

The eight-year program (2016-2023) supports selected government partners (sub-national and national) to identify and understand systemic problems impacting on teaching and learning outcomes in Indonesia and to develop and implement local solutions. The program has three focal areas for investigation: the quality of teaching in the classroom, the quality of support for teachers, and learning for all. Improved student learning outcomes in basic education provide the foundation for a more skilled Indonesian workforce that will drive economic growth and stability.

Primary Duties and Responsibilities:

Purpose of the Position: The Provincial Administration Officer will conduct all aspects of administrative support to the INOVASI program and its staff, including, but not limited to the areas of office management, travel arrangements, and petty cash handling.

Working with children
Is this position likely to come into contact with children? Yes No

Duties: Under the direction of Provincial Manager and in close coordination with the Administration Coordinator, the Provincial Administration Officer will:

• Manage day to day maintenance of the office and its facilities, including ensuring an effective and safe working environment, coordinating security services for the building, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services;
• Supervise the office helper, cleaner, and drivers, including performance management, timekeeping, and scheduling;
• Be the first point of contact for visitors to the INOVASI office, answer the office telephone and re-direct calls to the most appropriate person;
• Be the focal point of office letter management and register, invitations, files, records and databases of contacts, and ensure an accurate and efficient letter management system;
• Set up and maintain hard and soft copy filing system, ensuring that all important files are scanned and on SharePoint;
• Be the focal point of INOVASI program travel; arrange travel, transport, and accommodation bookings for internal staff; and for program activities or participants in coordination with Program Officer/Assistant;
• In close coordination with Program support consultant, provide administrative support to Program Team to arrange program meetings, training, events, and travel; include for event accommodation, car rent and catering; Maintain the INOVASI premises and oversee the cleaner to ensure rooms are clean, tidy and comfortable; also ensure that INOVASI premises environments are safe and comply with Workplace Health & Safety (WHS) guidelines,
• In coordination with Procurement Coordinator ensure that office procurement is compliant with Commonwealth Procurement Rules (CPRs) and Palladium policies, including obtaining competitive quotations, select vendors and prepare summary bidding for low level procurements, preparing procurement records and documents;
• Maintaining low level procurement archiving is accurate and efficient;
• Maintaining asset registers; ensure that all asset movements are recorded, and the register is up to date;
• Setup and maintain INOVASI storage, library and filing;
• Provide logistics and operational support to visiting consultants and program visitors;
• Serve as petty cash custodian and preparing the petty cash report and submitting the request for its replenishment in timely manner,
• Ensure all invoicing and payment related to INOVASI premises and Admin function are submitted to finance team in a timely manner, ensure all supporting documents are complete; and support other areas of financial management as required;
• Archive PAB approved budget & Term of Reference activity, Provide input for Administration budget tracking if needed.
• Manage and archive vehicle log sheet, taxi voucher register, Travel Request & register, Resource Person data sheet and approval form, gift and benefit register, vehicle monthly checklist, workplace inspection and first aid checklist.
• Provide input into the INOVASI Operations Manual and other program reports as required; and
• Other duties as may reasonably be required by the Operations Coordinator or Provincial Manager consistent with the incumbent’s qualifications and experience.

Required Qualifications:

The Provincial Administration Officer will possess the following qualifications and experience:

• Having experience in office management and/or administration, especially in support function of large scale of organization;
• Experience working with high level government officials;
• Proven track record in office management systems and procedures;
• Able to use technology effectively to support the operations of a large program or organisation;
• High level proficiency in Word, Excel, PowerPoint and web browsers;
• Good knowledge, sense and systematic skill in archiving system;
• Good interpersonal skills, including in a cross cultural context;
• Fluent Bahasa Indonesia and some proficiency in English.

Application closed on Monday, 22th August 2022 at 11.59 PM (Jakarta time)

Palladium embraces diversity and equal opportunity in a serious way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills, and we welcome applications from all, including from female applicants and people with disability. We aim to provide a work environment which is inclusive, supportive and safe for all of our employees. The more inclusive we are, the better our work will be.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. A copy of Palladium’s Child Protection Guidelines is available on our website: thepalladiumgroup.com/policies

Due to the anticipated volume of applications, only successful candidates will be contacted. All applications should be submitted through the Palladium website. Should you experience any issues lodging an application online please contact inovasi.recruitment@thepalladiumgroup.com stating the position in the subject line.

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.