PSO Application

PRIMARY OBJECTIVE

The Project Support Officer contributes to Cardno success by providing professional services support for project administration, marketing and QMS support activities within Cardno EMR team

PRINCIPAL RESPONSIBILTIES

Reporting to the Progam Manager/Coordinator,  the Project Support Officer  will contribute to the success of Cardno EMR by providing professional services support for project administration, marketing and QMS support activities within the team.  Based in our Jakarta office, the position plays a crucial role supporting Cardno’s programs, projects and the corporate office in administration. 

KEY RESULT AREA - MAJOR OBJECTIVES & KEY PERFORMANCE INDICATORS

(The expected outcomes for each accountability and the metrics used to measure performance)

QMS Support

·         Assist Project Managers/Coordinators to comply with Cardno’s QMS for the projects.

KEY PERFORMANCE INDICATORS

·         Support to PM/PC on QMS Compliance and Audit

Project Administration and Marketing 

·         Provide high level word processing and administrative support to marketing, bids and projects, regional staff and Manager.
·         Monitor and disseminate relevant electronic and paper based communications within head office and with overseas projects.
·         Oversee the filing of project, individual and marketing information using in house system
·         Arrange authorisation of funds requests.
·         process documentation and liaise with Financial Services Group in the preparation of invoices to clients.
·         Check and process claims for payments against contracts.
·         Process and maintain accurate records for all medical and travel insurance claims for overseas staff.
·         Maintain annual leave and professional development records for long term consultants on overseas assignments.
·         Track and report on project/personnel movements, status of accommodation (rental leases) where premises leased by Cardno.  Maintain Report Bibliography or databases, as applicable.

KEY PERFORMANCE INDICATORS:

·         Effective and Timely support on Marketing and Project Administration, and ensuring the compliance of Cardno QMS in the processes.

Mobilisation of Consultants and Subcontractors to Project         

·         Liaise with relevant companies, clients and contract staff in relation to coordinating travel, and accommodation arrangements for team members.
·         Assist in the effective management of activities, projects and personnel:
·         Coordinate the mobilisation, travel and accommodation arrangements for consultants and subcontractors, as required, including obtaining visas and other relevant documentation, preparing pre-departure briefings.
·         Assist in the production of consultant and subcontractor contracts and ensure all documents are finalised prior to departure

KEY PERFORMANCE INDICATORS

·         Effective and Timely support on Mobilisation of Consultants and Subcontractors, and ensuring the compliance of Cardno QMS in the processes.

Other Administration Support  

·         Other duties as requested by the manager including filing and coordinating meetings and appointments.
·         Photocopying, binding, and word processing of correspondence, reports and other documents accurately and efficiently.
·         Provide assistance to other areas of the company as requested

KEY PERFORMANCE INDICATORS

·         Effective and Timely Support to PM/PC on other relevant administration tasks. 

QUALIFICATIONS

The Administrator will require the following combination of applied skills, knowledge and behaviours to successfully contribute to team goals

·         Bachelor Degree qualified in social or engineering.
·         Minimum 3 years’ experience working in administrative positions within Development industry

SKILLS

·         Intermediate and Advanced skills in Microsoft Office Suite.
·         Intermediate skills in Desk Top Publishing.
·         Excellent organisation, basic financial and time management skills.
·         High level of interpersonal skills.
·         Willingness to take on a variety of tasks that may be required to ensure efficient operation of the business units.
·         Ability to work as part of a remote administration team as well as work autonomously s
·         Ability to use initiative and make decisions when completing tasks required, ensuring key roles are completed within required time frames and when asking for more work.

QUALITY ASSURANCE

·         Implement and comply with Cardno’s Quality Management system and provide feedback/ recommendations where the system may need modification.

REPORTING STRUCTURE:             

Project Manager/Coordinator

(Cardno EM Indonesia)

$

Project Support Officer

(Cardno EM Indonesia)

KEY RELATIONSHIPS

                Internal                                                - Nature of relationship

                Project Team                                     - Support, manage and contribute to the performance of all staff.

                Finance Services Group                - Liaise with Accounts Payable for invoicing queries

                Payroll                                                  - Liaise with Payroll in relation to consultants

                External                                               - Nature of relationship

Corporate Travel Agency              - Liaise with our corporate travel agency regarding travel  

  information. Build up effective networks of private sector clients.

                Corporate Insurance Agency      - Liaise with our corporate insurance company regarding insurance

   information and advises on insurance conditions.

WORKPLACE HEALTH & SAFETY

·         Comply with the organisations Zero Harm policy and seeks to continually improve safety across our business.
·         Embrace a reporting culture where all safety issues are promptly reported and addressed.
·         Follow the required Workplace Health & Safety legislation relevant to the location of your employment.

PERSONAL ATTRIBUTES

·         Professional presentation.
·         Mature and professional approach to work.
·         Reliable and trustworthy nature when dealing with confidential issues and staff at all levels.
·         Ability to work under pressure to tight deadlines.
·         Interpersonal skills to allow for harmonious working relationships within the unit and the office.
·         Ability to research ideas, analyse options and make recommendations.
·         Establish and maintain harmonious working relationships with superiors, co-workers, clients and suppliers.
·         Keen to learn existing systems of company and identify opportunities to improve.
·         Understands the importance of safety and embraces a reporting culture where all safety issues are promptly reported and addressed.
·         Interpersonal skills to allow for harmonious working relationships within the unit and the office.

AUTHORITY LEVELS

As per Quality Form QF1-1 Level of Authority Schedule and QF 11-2 Register of Responsibility Levels, signatures and Initials.

CAREER DEVELOPMENT REVIEWS

Career Development Reviews are conducted annually with your Manager and/or Supervisor. Performance and salary are discussed at this time.  Performance is also monitored informally throughout the year.

HOW TO APPLY

1.       Cover Letter responding to each of the selection criteria
2.       Curriculum Vitae/Resume
3.       Submission through email should indicate the reference: 
PSO Application for Project Support Officer in the subject line, and email to:  EmergingMarkets.Jakarta@cardno.com
4.       Closing Date:  19 September 2014, 5pm.