BACKGROUND
Australia has been providing support to the law and justice sector in Indonesia for over 10 years. A new program of support, the Australia Indonesia Partnership for Justice (‘AIPJ’), has been approved by the Australian and Indonesian Governments and is being implemented by Cardno Emerging Markets (Australia) Pty Limited (‘Cardno’) as managing contractor.
In 2003, the Supreme Court developed a comprehensive blue print for reform of the court system with assistance from members of civil society. A Judicial Reform Team (‘JRT’) appointed by the Honourable Chief Justice was established to ensure the implementation of the reform blueprint. In accordance with SK KMA No.084/KMA/SK/V/2013, the organizational structure of the JRT comprises the Steering Committee, an Advisory Team, Coordinators, and Working Groups.
The Steering Committee is chaired by the Honourable Chief Justice and its members consist of the Honourable Vice-Chief Justice, Judicial Affairs of the Supreme Court, and the Honourable Vice-Chief Justice, Non-Judicial Affairs of the Supreme Court.
The Coordinator of the JRT is Honourable Widayatno Sastrohardjono (Head of Development Chamber) and his deputy, Honourable Takdir Rahmadi (Supreme Court Justice). The JRT comprises working groups on (a) Case Management, (b) Human Resource Management, Planning and Finance, (c) Education and Training, (d) Internal Oversight, and (e) Access to Justice. The working groups are chaired by Honourable Deputy Chief Justices.
The Advisory Team consists of Bagir Manan (former Honourable Chief Justice of the Supreme Court), Harifin Tumpa (former Honourable Chief Justice of the Supreme Court), Atja Sondjaja (former Deputy Chief Justice of the Supreme Court), Djoko Sarwoko (former Deputy Chief Justice of the Supreme Court) and Wiwiek Awiati.
SK KMA No.084/KMA/SK/V/2013 also established a program management office/secretariat (Judicial Reform Team Office, ‘JRTO’). The JTRO’s role is to assist the Supreme Court plan and implement its reform process as outlined in the blue print, through policy advice, donor coordination and provision of secretariat services to the JRT. The JRTO is coordinated by Aria Suyudi who has overall responsibility for the work of the other members of the JRTO, namely Desita Sari, Haemiwan Z Fathony, Fifiek Mulyana, Anisa Sriwiyanti.
Australian Aid has supported the staffing and operations of the JRTO since February 2006. Such support was provided under the Australia Indonesia Legal Development Facility (2004-2009), the Australia Indonesia Partnership for Justice Transition program (2010) and the Australia Indonesia Partnership for Justice Bridging Program (January-August 2011).
AIPJ is providing support to the law and justice sector in Indonesia in key areas that align with the priorities of the Government of Indonesia and the Supreme Court, including access to justice, improving legal information and services, anti-corruption and human rights. Australian Aid will therefore continue to provide support to the judicial reform process in Indonesia, to the work of JRT, and to the operations of JRTO, through AIPJ.
STATEMENT OF WORK
1. JRTO Office Management including:
(a) Establish and maintain a simple donor database system that stores relevant documents including:
- Project Documents;
- Financing Agreements;
- Progress Reports;
- Closing Reports;
- Memoranda of Understanding.
(b) Together with Consultants, establish and maintain an office management mechanism that covers donor registration, reform program management and administration, working group management, etc.
(c) Together with an external librarian, establish and update the classification and database system for books and materials, for example, Supreme Court books, training manuals, research reports, etc.
(d) Update and improve the JRT’s softcopy database (softcopy files in JRTO server).
(e) Update and improve the JRT contacts database (telephone numbers, email and street addresses, websites, etc).
(f) Update and improve the JRT regulations database (SK, PERMA, SEMA, etc).
(g) Assist JRTO Consultants in conducting simple on-line research on judicial reform and legal development to support the performance of the JRT’s Assistance Team.
2. JRTO Communication and Correspondence
(a) Ensure orderly filing of incoming and outgoing correspondence.
(b) Assist with preparing correspondence (in English and Indonesian, electronic and manual letters) within JRT and between JRT and Supreme Court personnel, donors and others in relation to JRT activities;
(c) Assist donors in communicating with the JRT and the Supreme Court.
(d) Together with other JRTO members, communicate judicial reform activities and successes through various channels (website, newsletter, email blast, other medium).
(e) Receive guests, incoming calls and documents.
(f) Provide informal translation/interpreting whenever required.
3. JRTO Operational Budget and Financial Management (APBN and Donor)
(a) Submit budget proposals for donors (monthly and annual) and budget proposals to APBN MA (annual and per activity).
(b) Assist Supreme Court personnel in submitting Annual JRT APBN budget proposals and financial reports (if needed).
(c) Assist Supreme Court personnel, Heads or members of Working Groups, and JRTO Consultants in disbursing JRT APBN budgets and donor budgets for the purpose of implementing specific JRT and Working Group activities.
(d) Submit monthly JRTO financial reports (donors/AIPJ) based on existing mechanism and system for petty cash and operational expenses. And must ensure that the financial report for AIPJ funded meet with AIPJ requirement.
(e) Manage petty cash and operational budget:
- payment/reimbursement expenses of JRTO and related JRT members in country or out of country travel cost (per diem, travel expenses, booking flight, hotel arrangement, etc);
- operational costs (telephone, internet, website, photocopies, stationery, electronic appliances, etc);
- issue invoices, quotations, forms related with budget operational cost; and
- procure monthly stationery and equipment expenses, electronic appliances, etc.
4. Organizing Meetings, Events and Workshops
(a) Prepare invitation lists for meetings, events and workshops in coordination with JRT Coordinator and JRT Senior Consultants.
(b) Prepare and distribute invitation letters and manage confirmation of attendance and attendance lists.
(c) Assist donors in arranging meetings, events and workshops with JRT or JRTO (as needed).
(d) Arrange logistics for meetings, events and workshops, including venue, meals and refreshments, equipment, materials/presentations, etc.
(e) Distribute relevant materials/presentations prior to meetings, events and workshops.
(f) Participate in meetings, events and workshops and prepare (hard and soft copies), maintain and distribute (as required) the minutes.
5. JRTO Schedule and Work plan Management
(a) Compile JRT members’ monthly work plans and timelines.
(b) Manage JRTO schedule logbook (daily, weekly, monthly).
(c) Prepare a monthly report of activities for AIPJ and submit monthly time sheets using the template provided by AIPJ (as reviewed by the Senior Consultant to the JRT Assistance Team) to AIPJ.
(d) Prepare standard operating procedures for JRTO Management (as needed).
REPORTING
The Administrator Officer will report to the Judicial Reform Team Office Coordinator.
The Administrator Officer will contribute to the activity and financial reports that the JRTO Senior Consultant & Coordinator is required to submit to AIPJ on a monthly basis.
All reports must:
1. adhere to the specification under the clause “Liaising and Reporting” in clause 6 of this contract;
2. be accurate and not misleading in any respect;
3. accord with directions provided by AIPJ in regard to substance; and
4. include sufficient information to enable AIPJ to effectively monitor and assess: progress of implementation of activities; the achievement of the outcomes of activities; and the performance of the consultant and other members of the JRTO team.
TIMELINE
Full time,4 months (February-May 2014) with possibility for an extension to 31st December 2015
Selection Criteria
§ Diploma on administration or equivalent degree from university ;
§ Three years of experience in administration;
§ Good accounting and budgeting skills;
§ Good English speaking and writing skills;
§ Strong inter-personal and communication skills working with government institution.
Funding
Australian Aid
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 “AIPJ – Administrative Officer” in the subject line to grants.contracts@aipj.or.id
Closing Date
5.00 pm, 8 January 2014
This is AIPJ discretion to process late applications.
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