Job Description

SIAP SIAGA Programme Officer

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.

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Project Overview and Role:

The Australia-Indonesia Partnership in Disaster Risk Management (SIAP SIAGA) 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 at improving 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. There are three main programme components as follows:

Program 1: Government systems are strengthened to improve the effectiveness of disaster management services

Program 2: Improved strategies to empower government and communities to increase their resilience to disasters, and

Program 3: Collaboration between Australia and Indonesia to improve disaster management in the Indo-Pacific Region.

The Program will be implemented at the national and sub-national levels though collaboration with the National Disaster Management Agency (BNPB) and other government institutions, civil society organisations and multilateral agencies. At the sub-national level, the program will also operate across several provinces (NTT, NTB, Bali and East Java) in Indonesia.

Primary Duties and Responsibilities:

The Program Officer will assist and support Program 1 and Program 2 by carrying out the day-to-day activities in the area of program support, business process and information management. The Program Officer will also perform secretarial and administrative duties to support SIAP SIAGA Programme implementation team, which will include consultants hired for the programme implementation. He/she will work closely and collaboratively and coordinate with other SIAP SIAGA team members, including the SIAP SIAGA Operations personnel and sub-national personnel, as well as with external parties and SIAP SIAGA counterparts (BNPB, MOHA, MOSA, Bappenas, and MOV) and DFAT. The position is based in SIAP SIAGA office located in Ratu Plaza Building in Jakarta when working from home directive is lifted and may be required to work from SIAP SIAGA extension office in BNPB when necessary.

Role and Responsibilities

Under the direction of the Programme Lead, the Program Officer will:

• Complete a broad variety of administrative and substantive tasks for the Programme Lead, including:
  a. backstopping the calendar of appointments;
  b. preparing draft correspondences
  c. administering and trouble-shooting complex and detailed travel plans, itineraries, and agendas of programme
  d. tracking, maintaining and keeping all program documents and reference materials
  e. managing process of submitting and receiving approval requests; and
  f. contributing ideas and actions for the success of the programme implementation.
• Work closely and effectively with SIAP SIAGA wider team to keep them well informed of upcoming commitments and responsibilities and following up appropriately. Keep the Program Lead updated about important developments in the working environment;
• Build relationships with internal and external stakeholders crucial to the success of the program and administer a variety of special activities for senior management team as directed, some of which may have organisational impacts;
• Prioritise conflicting needs, handle matters expeditiously, proactively and follow-through on activities to successful completion, often with deadline pressures;
• Prepare notes and minutes of relevant meetings organised by Program, edit and finalise the draft for circulation to the meeting participants;
• Support the National Program Lead in development of monthly and quarterly reports;
• Work closely with other members from the Operations and Program teams to ensure that activity arrangements are prepared in timely and in compliance with Palladium and DFAT regulations and policies;
• Support National Program Lead and if required the larger SIAP SIAGA team in planning and coordinating program and logistical aspects of program activities and workshops, including but not limited to the development of terms of reference, travel plans, travel itineraries and agendas; reservation of flights and accommodations; resource person approvals, datasheets and payment claims; STA work orders and payment claims; travel request; budget preparation; accommodation and local transport; workshop agendas, and invitations and follow up on confirmation of participation of resource persons;
• Serve as liaison point between the Jakarta-based and provincial-based teams when required, ensuring smooth flow of information;
• When required, and in collaboration with the Procurement Coordinator, support the procurement of goods and/or services related to events with any external parties, such as workshop and meetings, including but not limited to contact with catering, event organizer, and other vendors involved;
• In close cooperation with KPL Team of SIAP SIAGA, support the Program Lead in monitoring the progress of the programme implementation;
• Follow established operational processes and procedures in accordance with relevant Palladium and DFAT requirements and principles, including Commonwealth Procurement Rules, Value for Money, financial management, accounting, fraud control and audit requirements
• Collaborate with the other Programme Officer, and when required cover up temporarily the other Programme Officer’s tasks s/he is away; and
• Other duties as may reasonably be required by the National Program Lead, consistent with the scope of work within this TOR.

Duration and location

The initial contract period will be for 12 months with further extension based on performance and depending on program needs. The position will be based in Jakarta with possible travel.

Required Qualifications:

• Bachelor’s degree (S1) in relevant field
  
• Minimum of 6 years of experience in program management, especially in support function of a large scale of organization and familiarity of the disaster management and public administration issues in Indonesia
  
• Ability to work individually and in a team
  
• Ability to use English and Indonesian as working languages
  
• High level proficiency in Word, Excel, PowerPoint and web browsers
  
• Ability to work under pressure and with minimum supervision
  
• Highly self-motivated and quick to response to rapidly changing demands
  
• Highly organized with excellent attention to detail and follow-through
  
• Ability to multi tasks, set priorities and meet deadlines
  
• Strong interpersonal skills, including in a cross-cultural context

Application closing date: 18th January 2022