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INOVASI 3 - Office & Admin Officer

Project Overview and Role:

Indonesia’s Vision 2045 sets the goal for Indonesia to transition from a resource-based economy towards an advanced service, technology, and knowledge-based economy by the centenary of its independence (2045). The 2025-2045 National Long Term Development Plan emphasises the urgency of Indonesia’s human resource development to fully realise 2045 goals.

Faced however with persistent low student performance that is emblematic of a learning crisis, significant improvement in student learning will be required to reach Indonesia’s 2045 goals. Government of Indonesia (GoI) has started an ambitious program of education reforms. Successive education ministers have set out to modernise the education system through reforming the national curriculum and teaching and assessment approaches, to produce citizens with strong foundational skills, open minds, and inclusive values. 

Australia is a long-term supporter of the Indonesian basic education sector, with continuous investments supporting education quality improvements for the past two decades, including through the INOVASI program (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supporting acquisition of literacy and numeracy foundational skills in early grades classrooms; exploring local problems and solutions; and generating evidence to inform government policy development and practices.

This third phase of INOVASI (2024-2027) builds upon the existing program’s approach and lessons learned and takes the focus on the development of foundational skills through to the end of the primary grades. Phase 3 will engage with priority issues of Australia’s development policy: gender equality, effective inclusion of children with a disability, responses to the climate change challenge in education. It will focus on the challenge of policy implementation and the gaps that exist between national policies and practices at district and school levels, as well as use the well attested-success of INOVASI’s local problem-based approach to continuously support policy development for effective fit between policy and implementation context.

The Program is managed by Palladium on behalf of DFAT.

Primary Duties and Responsibilities: 

Purpose of the Position: 

The Office & Admin Officer provides a wide range of administrative support to the INOVASI program and 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 Office and Admin Coordinator, the Office & Admin Officer will:

  1. Ensure all administration functions, processes, and system implementation in INOVASI office are in line with Palladium and Project’s manual, guidelines, and policies
  2. 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, IT support services;
  3. 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;
  4. Provide logistics and operational support to visiting consultants and program visitors;
  5. Be the focal point of INOVASI program travel; arrange travel, transport, and accommodation bookings for internal staff/consultants;
  6. In close coordination with Activity Coordinator and team, provide administrative support to INOVASI program team when required, such as to arrange program meetings, trainings, events; travel arrangements, meeting package, event accommodation, car rental and catering;
  7. Serve as petty cash custodian and preparing the petty cash report and submitting the request for its replenishment in timely manner,
  8. Supervise the office helper/cleaner and drivers, including timekeeping, overtime and scheduling;
  9. Maintain the INOVASI premises and oversee the office helper/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,
  10. Ensure that office procurement is compliant with Commonwealth Procurement Guidelines and Palladium policies, including obtaining competitive quotations for low level procurements, preparing evaluation documents and procurement records;
  11. Maintain low level procurement archiving and ensure it is accurate and efficient;
  12. Maintain asset registers; ensure that all new assets and asset movements are recorded, and that the office asset register and asset receipts & return register are always accurate and up to date;
  13. Set up and maintain hard and soft copy filing system, ensuring that all important files are scanned and saved on SharePoint;
  14. Ensure accurate and efficient management of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databases;
  15. Setup and maintain INOVASI storage, library and filing;
  16. Ensure all invoicing and payment related to INOVASI premises and admininstration function are tracked and submitted to finance team in a timely manner, ensure all supporting documents are complete; and support other areas of financial management as required;
  17. Provide administrative support to INOVASI provincial administration staff, when required, including traveling to the provinces and offering on the job support if required.
  18. Track administration budget if needed;
  19. Provide input into the INOVASI Operations Manual and other program reports as required;
  20. Other duties as may reasonably be required by the Office and Admin Coordinator consistent with the incumbent’s qualifications and experience.

Required Qualifications:

The Office & Admin Officer will possess the following qualifications and experience:

  • Minimum of 5 years of experience in office management and/or administration, especially in support function of large scale of organization;
  • Experience working with high level government officials;
  • Experience with travel and activity arrangements;
  • 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, Outlook and web browsers;
  • Good knowledge, sense and systematic skill in tracking and archiving system;
  • Good interpersonal skills, including in a cross cultural context;
  • Fluent Bahasa Indonesia and some proficiency in English.

Application closed on Thursday, March 28th 2024 at 11.59 PM (Jakarta time)

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.

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