SIAP SIAGA - Admin Assistant (Consultant Position)

at  Palladium Group Inc

REQUIRED QUALIFICATIONS:

• Indonesian National, based in Jakarta (no relocation will be provided).
• Diploma or bachelor’s degree in economics and relevant field
• Minimum 5 years’ experience in supporting team or assistant to leadership.
• Ability to use English and Indonesian as working languages.
• High level proficiency in Word, Excel, PowerPoint, and web browsers Fluent in Bahasa Indonesia and English (preferable).
• Ability to work with people from diverse backgrounds and perspectives, and a professional commitment to promote a culture of gender equality and social inclusion.

PROJECT OVERVIEW AND ROLE:

SIAP SIAGA-the Australia and Indonesia Partnership in Disaster Risk Management is a five-year program implemented from 2019 to 2024, financed by the Government of Australia, the Department of Foreign Affairs and Trade (DFAT) and managed by Palladium. The goal of the SIAP SIAGA program is to strengthen Indonesia’s management of disaster risk, and support engagement between Australia and Indonesia on humanitarian affairs and disaster risk management in the region. The outcomes of this investment have both a domestic focus on improving the disaster management system to build national preparedness and deliver disaster management services at the subnational level, and a regional focus to support improvements in disaster management and humanitarian preparedness and response in the Indo-Pacific.
To achieve its outcomes and goal, the SIAP SIAGA seeks to produce the following intermediate outcomes:
Improved coherence of the disaster management system, including workflows and decision-making processes.
Intergovernmental clarity on ways of working and protocols are improved to support effective disaster management at all levels of governments and in communities.
Improve quality of information and analysis for targeted communication within government and with the public at large.
The SIAP SIAGA program is implemented at the regional, national and sub-national levels through collaboration mainly with the National Disaster Management Authority of Indonesia (BNPB) and other government ministries such as the Ministry of Home Affairs, the Ministry of Social Affairs, the National Development Planning Board, the Ministry of Foreign Affairs, sub-national disaster management authorities and other local government agencies as well as with civil society organizations, and other donor agencies. In addition to the work at national levels and with the wider region the SIAP SIAGA program operates across several provinces in Indonesia, where its work includes a significant focus on understanding and improving the intensity and quality of gender and inclusion mainstreaming in disaster management. The target provinces of the program include East Java, Bali, Nusa Tenggara Barat, and Nusa Tenggara Timur.

PRIMARY DUTIES AND RESPONSIBILITIES:

In general, this position is expected to:

• Carry out administrative functions requested by National Team to support regular activities implementation such as workshops, seminars, FGDs, and meetings.
• Provide support broad variety of administrative and substantive tasks for the National Program Leads, including:
• calendar of appointments, travel plans, itineraries
• maintaining, and keeping all program documents and reference materials up to date and filed
• procurement of consultants and consulting firm
• consultant recruitment and invoice claim administration.
• Support for translation of key program documents.
• Prepare activities advance request for program activities in close coordination with Program Officer
• Work closely with colleagues 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.
• Collaborate closely with the finance, administration and HRM team under supervision of Operations Head.
• Manage travel, accommodation bookings and transport by communicating with operation unit.
• Review grantee financial report coordinating with grant coordinator and review budget settlement report coordinating with finance team.
• Other tasks as requested and agreed with the National Program Lead and Operation lead.