AIPDRM II Administrative and Procurement Assistant NTB

We are searching for an experienced Administrative and Procurement Assistant for our Project Office in Mataram. 

Program OverviewThe Australia-Indonesia Partnership in Disaster Risk Management (SIAP SIAGA) is funded by the Australian Government’s aid program and implemented in cooperation with the Indonesian government. Initially designed as a five-year program (2019–2024), it has been extended for two years (2025–2027). The Program builds on previous achievements to improve Indonesia’s ability to prevent, prepare for, respond to, and recover from disasters, while strengthening cooperation between Australia and Indonesia on regional humanitarian issues. In Phase 2, SIAP SIAGA will further promote the implementation of GEDSI principles and converge Climate Change Adaptation (CCA), Disaster Risk Reduction (DRR), and Sustainable Development Goals (SDGs) into Disaster Resilient Village (DRV) execution. To achieve its outcomes and goal, the SIAP SIAGA seeks to produce the following intermediate outcomes:  1. Improved coherence of the disaster management system, including workflows and decision-making processes. 2. Intergovernmental clarity on ways of working and protocols are improved to support effective disaster management at all levels of governments and in communities. 3. Improve quality of information and analysis for targeted communications 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 (MoHA), the Ministry of Social Affairs (MoSA), the National Development Planning Board (BAPPENAS), the Coordinating Ministry of Human Development and Culture (Kemenko PMK), the Ministry of Foreign Affairs (MoFA), sub-national disaster management authorities (BPBD) and other local government agencies as well as with civil society organizations (CSOs), and 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. Target provinces are Bali, East Java, Nusa Tenggara Timur, and Nusa Tenggara Barat. The STP - Administrative and Procurement Assistant is responsible for supporting the province subnational team in NTB with administrative support in the activities implementation and ensure compliance to the company policies and regulation, in close coordination and matrix oversight of the Sub-National Provincial Manager.The STP – Administrative and Procurement Assistant will be engaged to provide a high level of administrative and event logistics support to the Siap Siaga Provincial Sub-National Team, undertaking the specific duties assigned by the Program Support Officer (PSO) and Finance Officer (FO) and not limited to the wider Provincial Sub National team. This position is a short-term consultancy post, depending on program needs and DFAT’s approval for the project activity work plan, so the contract will operate on a call-down basis. Role and ResponsibilitiesUnder the direction of Program Support Officer and Finance Officer, the STP – Administrative and Procurement Assistant will:
1. Provide logistics and operational (admin & procurement) support to Provincial Sub National team, such as support in arranging travel and accommodation bookings for internal staff and events’ participants.2. Support in SIAP SIAGA activity and provide administrative, financial, procurement and secretarial support to provincial Subnational team, including but not limited to arranging workshops and events.3. Support Provincial Support Officer, Provincial Finance Officer and other program team in Nusa Tenggara Barat, to ensure all administrative, finance and procurement process are efficient and functioning correctly.4. Ensure the completeness of administration supporting documents of all financial transactions and procurement documentation, administering the attendance records of each activity, project letters, travel logistic and documentation, and logistics for events/activities5. Ensure accurate and efficient management of softcopy and hardcopy files, records of administration event/activity supporting documents, ensure its compliance and accountability on required documentation, and maintain proper filling system for the team.6. Other duties may reasonably be required by the Finance Officer consistent with the incumbent’s qualifications and experience Duration and locationThe position contract period initially will be for 6 months with maximum call down days at 90 working days. The position will be provided with specific detail TOR with outputs for every assignment as requested. The position will be based in Mataram. Key Relationships• Reports to the DRM Provincial Manager• Coordinates closely with Program Support Officer and Finance Officer Qualifications and Experience• Indonesian National, based in Mataram (no relocation will be provided).• Demonstrated experience in administration and event logistics management, especially in support function of large scale of international organization.• Demonstrated ability to work with people from diverse backgrounds and perspectives, and a professional commitment to promote a culture of gender equality and social inclusion.• Minimum 3 years’ experience in supporting team or assistant leadership• Experience in finance – especially in Palladium, financial system is an advantage but not essential.• Proven track record in administration and event logistics management systems and procurement procedures.• Able to use technology effectively to support the operations of a large program or organization.• Familiar with travel arrangements including and not limited to flight, hotel & car rental reservations.• High level proficiency in Word, Excel, PowerPoint, NITRO and web browsers.• Good interpersonal skills, strong negotiation and problem-solving skills, including in a cross-cultural context.• Fluent Bahasa Indonesia and proficiency in English (preferred); Type of contract: Short-Term PersonnelApplication closed: 26 February 2025

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.