Program Overview
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 - 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 communications within government and with the public at large.
Purpose of the Position
The Program Officer will assist and support the National and Regional Program Leads by carrying out day-to-day activities in the areas of program support, business process and information management.
The Program Officer will also perform secretarial, finance, and administrative duties to support the SIAP SIAGA program team, which will include consultants hired for program implementation.
He/she will work closely with SIAP SIAGA's Operations Team and sub-national SIAP SIAGA personnel as well as with external parties and SIAP SIAGA counterparts (BNPB, MOHA, MOSA, Bappenas, MOFA, and Coordinating Ministry of Human Development and Culture) and DFAT.
Roles and Responsibilities
Under the direction of the Program Leads, the Program Officer will:
i. Complete a broad variety of administrative and substantive tasks for the Program Leads, including:
a) backstopping the calendar of appointments.
b) preparing draft correspondence.
c) administering and trouble-shooting complex and detailed travel plans, itineraries, and program agendas.
d) tracking, maintaining, and keeping all program documents and reference materials up to date and filed in line with organisational protocols.
e) managing process of submitting and receiving approval requests; and
f) contributing ideas and actions for successful program implementation.
ii. Work closely and effectively with SIAP SIAGA's wider team to keep them well informed of upcoming activities, commitments and responsibilities and follow up appropriately.
iii. Keep the Program Leads updated about important developments in the working environment.
iv. 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 required, some of which may have organisational impacts.
v. Prioritise conflicting needs, handle matters expeditiously, proactively and follow-through on activities to successful completion, often with the requirement to meet short deadlines.
vi. Prepare notes and minutes of relevant meetings organised by program managers, edit, and finalise the draft for circulation to the meeting participants.
vii. 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.
viii. 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.
ix. Support Program Leads 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 accommodation; 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.
x. Serve as liaison point between the Jakarta-based and provincial-based teams when required, ensuring smooth flow of information.
xi. 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.
xii. Prepare for advance request and settlement report for activities/events in coordination with finance team.
xiii. Submit settlement report for manager's approval after event completion and immediately return unused advance if any.
xiv. Prepare monthly budget projection of program activities for Program Leads' approval.
xv. Prepare individual consultant fee claims monthly estimation.
xvi. Support Program Leads in monitoring progress reports and payment requests of consulting firms against agreed deliverables.
xvii. Collaborate closely with the finance, administration and HRM team under supervision of Operations Head.
xviii. Other duties as may reasonably be required by the Program Leads, consistent with the scope of work within this TOR.
Input and location
It is anticipated that the contract will be for 12 months; from 2 January to 31 December 2023. Work will be a combination of home-based, Palladium office at Ratu Plaza, Jakarta, and BNPB office in Jakarta as required. Some national travel and work from SIAP SIAGA provincial offices may be required.
Key Relationships
- Reports to the SIAP SIAGA Program Leads.
- Coordinates with the Head of Operations and Operations team.
- Coordinates closely with relevant Officials from BNPB, MOHA, MOFA, Bappenas, MOSA and other related ministries.
- Liaises with other SIAP SIAGA team members as required.
- Bachelor's degree (S1) in relevant field
- Minimum of 6 years of experience in program management, finance, and administration especially in support function of a large-scale organization.
- Familiarity in the fields of disaster management and public administration 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.
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.
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