IndII Act. T209.01 – Project Secretary

IndII Activity T209.01 Improved Planning of National Road Development

Project Secretary

Terms of Reference

Background

Under the phase 1 program, AusAID funded Indonesia Infrastructure Iniative (IndI)I support to DGH for road infrastructure has addressed five groups of activities since 2009: planning policy, development and management of the national road network, management of sub-national roads, and road safety. Outcomes relevant to this Activity include:


(i)                   Sector performance and linkage of expenditure plans to economic development goals.

(ii)                  Road Network Development and Planning

(iii)                 Road Project Delivery

(iv)                 Interim Support for National Road Planning

(v)                  Other Recent Donor Support



Follow-on activity to (ii) Road Network Development and Planning investigated the large backlog in the capacity of the national road network: 2,000-3,000 km of expressways and 86 percent of the arterial network having road standards of less than 7 m width. It showed how long-term economic development goals could be incorporated more effectively into the short- and medium-term planning, and ultimately into annual and multi-year work programs, by using a corridor-based approach to optimise road infrastructure investment over the long-term to achieve connectivity and mobility outcomes, and by changes to planning procedures. Key conclusions included: the need to identify an expressway network separately in the national road hierarchy; the need for substantial public funding through viability gap or annuity-type mechanisms for up to 83% of the planned 3,600 km expressway development; the need for a road renewal policy to modernize arterial roads with alignment and safety improvements; and a need to raise public spending by about 60 percent over the next 15 years on national roads.

The objective of these services is to develop improved processes and capacity in DGH for planning and investing in the national road network to support long- and medium-term national development priorities such as connectivity, economic growth and regional distribution of development.

The Activity will work with Bipran and the Toll Road Authority (BPJT) to enhance the national road planning process and prepare corridor investment programs which will help deliver a large increase in the road development program over the remaining 17 years of the national long-term development plan.



IndII Act T209.01 is looking to employ one (1) Indonesian national for the position of Project Secretary.  This is a full-time Jakarta based position.







Duties

The Project Secretary will be responsible for the administrative and financial aspect of project.



In performing duties and responsibilities, the Project Secretary will:

·                     report to the Team Leader / Project Coordinator / Project Manager;

·                     work under the direction of the Team Leader / Project Coordinator / Project Manager; and

·                     coordinate work with the PI Regional Administrator at Cardno Jakarta Rep Office.


Specifically, and in consultation with the Team Leader / Project Coordinator / Project Manager / PI Regional Administrator, the Project Secretary will:

·                     Undertake logistics and administrative work relating to the preparation, implementation and reporting of activities and events of the project, including establishing and maintaining an activities / events calendar, arranging travel and accommodation, arranging venues for activities / events, arranging invitations, compiling materials, arranging translation and interpreting, arranging equipment for activities / events such microphones, sound system etc, recording participation at activities / events, note taking of activities / events, organising meals and refreshments, organising for payment (and recording of) of per diems and other expenses, etc.

·         assist in answering telephones and provide information/assistance or route calls to appropriate staff members;

·                     assist in managing the use of Project Vehicles during office hours;

·                     Arrange for meetings with Client (IndII/AusAID) and DGH, stakeholders and others.

·                     Organise non-activities travel and accommodation for the project team members.

·                     Support the preparation of letters, reports (narrative and financial) etc for the project.

·                     Maintain and report the Project’s Petty Cash in coordination with the PI Regional Administrator and Cardno Finance Manager

·         Ensure Project purchases are made according to the IndII/AusAID and Cardno procurement guidelines and that all correct forms are filed appropriately

·         Establish and maintain a record of project stationery and ensure that adequate levels of stationery are maintained

·                     Establishing, maintaining and regularly backup permanent files; file and retrieve files as requested

·                     Organise the translation of documents (may translate simple letters for Team Leader).

·                     Perform other relevant duties and responsibilities as may be reasonably requested by the Team Leader.



Selection Criteria


The Project Secretary will require:
·                     Minimum 3 to 5 years appropriate secretarial and administration qualifications.
·                     Experience in managing events (meetings, workshops, seminars, etc).

·                     Pro-active and quick learner.

·                     Good negotiation, coordination and communication skills.

·                     Demonstrated capacity to work and take direction as part of a team.

·                     Experience in handling a petty cash, reporting on activities and use of funds.

·                     Good written and verbal communication skills in Bahasa Indonesian and English.

·                     Knowledge of modern office procedures and methods including telephone communications, office systems, and record keeping.

·                     Experience of working with ODA funded projects in Indonesia would be a distinct

advantage

Duration

·                     To December 2014, with possibility of extension





Funding

AusAID




How to Apply for This Position

1. Response against each of the duties and desirable selection criteria.

2. Curriculum vitae/resume.

3. Name and contact details (phone and email) of three referees.



Applications that do not address all the requirements stated above will not be considered.



Submitting Applications

By email: email your application with the reference “IndII Act. T209.01 – Project Secretary” in the subject line to EmergingMarkets.Jakarta@cardno.com<https://mail2.cardno.com.au/owa/redir.aspx?C=Xlk3UYzlr0iepHJ3KimmhhYEQC8RcNAIhYoeEBJZsux7JsHRIuv3jS25W7UGPxv95Vn8PtRrm2Y.&URL=mailto%3aEmergingMarkets.Jakarta%40cardno.com> (most preferred option).


For further information about this position

Email EmergingMarkets.Jakarta@cardno.com<https://mail2.cardno.com.au/owa/redir.aspx?C=Xlk3UYzlr0iepHJ3KimmhhYEQC8RcNAIhYoeEBJZsux7JsHRIuv3jS25W7UGPxv95Vn8PtRrm2Y.&URL=mailto%3aEmergingMarkets.Jakarta%40cardno.com> with the reference “IndII Act. T209.01 –Project Secretary” in the subject line.



Closing Date

5.00pm, 4 September 2013

Late applications will not be considered.