Provincial Administration Officer NTB

Background of the Project and Assignment

The Government of Indonesia partners with the Government of Australia on an initiative to boost smallholder farmers’ incomes: The Australia-Indonesia Partnership for Rural Economic Development (AIP-Rural).

AIP-Rural is a program with 4 projects: PRISMA (agricultural development), TIRTA (irrigation), SAFIRA (value chain finance) and ARISA (applied agriculture research). It follows a Making Markets Work for the Poor (M4P) approach and will contribute to a 30%, or more, increase in net incomes for 300,000 smallholder farming households by December 2018. It works in a range of sub-sectors in collaboration with farmers, businesses, government and civil society partners to increase the competitiveness of farm businesses through (i) increased productivity; (ii) improved business practices; (iii) a growing share of an expanding market; and (iv) the continuous adoption of innovations. The project works in five (5) provinces in Eastern Indonesia: East Java, Nusa Tenggara Barat, Nusa Tenggara Timur, West Papua and Papua.

Application

Read the full details and how to apply here: Palladium- PAO NTB

Applications close on 6^th February 2018. 

Indonesian nationals and female candidates are encouraged to apply.

Purpose of The Position

Under the supervision of the Office Manager (Line Manager) and the Provincial Manager (Functional Manager), the Provincial Administration Officer will assist in accomplishing various administration tasks to support the operation of AIP-Rural program in provincial level.

Responsibilities

This person will be responsible for day to day operation and administration task in provincial level and have to report to two managers i.e. Office Manager and Provincial Manager.

 

Under supervision of Office Manager as Line Manager, PAO will be responsible for:

• Provide a high level of administrative support to AIP-Rural Provincial Office.
• Undertake receptionist duties including screening incoming phone calls and, receive visitors, vendors and deliveries, and action in line with AIP-Rural policies and procedures.
• Maintaining an efficient office documentation and filing structure in line with AIP-Rural filing system.
• In coordination with the Office Managers, assist in the day to day maintenance of the provincial office and its facilities.
• Prepare purchase requests for monthly office utilities and office consumables needs based on an appropriate budget, checked and approved by Office Manager as budget owner, and get final approval from Head of Operation and Finance in Surabaya.
• Maintaining an office advance for paying office consumable and make a claim for reimbursement acquittal to the head office in Surabaya.
• Assist the AIP-Rural A Office Manager in procuring goods and services for the provincial office – including preparing tender documents, finding potential vendors and getting quotations etc.
• Maintain for provincial office asset register.
• Support organise provincial events in starting from preparing simple budget, activity request and arranging any logistical requirements in line with event procurement procedure.
• Working closely with operation team in Surabaya to streamline the office system and procedure.
• Communicate weekly provincial staff movements in to the Office Manager.
• Daily oversee part-time cleaners, drivers, and security in provincial office.
• Under supervise from Office Manager PAO will Organize the provincial driver’s schedule and managing fleet management for provincial level.
• Communicate effectively with the Office Manager to update equipment and furniture and office facilities needed for provincial office.
• Provide general administrative support as required in relation to office functions and as directed by Office Manager.
• Communicate effectively with IT and MIS team to ensure the LAN, database MIS system and internet connection in provincial office well set up and liaise with IT or MIS if there is a problem related on it.
• Handle Travel Arrangement for staff who go to the provincial area where the PAO based (hotel accommodation and transport/air ticket arrangement) and processing support documentation to the head office in Surabaya.
• Other duties as reasonably required by the Office Manager.

Under supervision of Provincial Manager as Functional Manager, PAO will be responsible for:

• Help prepare provincial level correspondence and communication under the direction of the Provincial Manager for example collect data report etc..
• Arrange provincial level activities under coordination with Provincial Manager.
• Update potential social risk that could be a risk for program in provincial area to PM and communicate effectively to all staff based on PM’s approval.
• Based on Provincial Manager approval, PAO should be able to communicate effectively potential security risk in provincial area to Safety Officer in Surabaya.
• Maintain good relationship with Provincial Government agency and other donor in the area.
• Other duties as reasonably required by the Provincial Manager.

Requirements

Essential skills and experience:

1. Minimum a Bachelors’ degree in a relevant field.
2. Minimum 2 years of experience in handling administration duties in an organisation of similar size and scale.
3. Proven ability in handling multiple tasks effectively under heavy time and work pressure.
4. Proven ability to plan and manage schedules, flies/database and working materials as well as to keep confidentiality of documents and information.
5. Warmth personality and strong communication and persuasion skills in effectively dealing with clients and stakeholders from diverse backgrounds. 
6. Fluency in English and Bahasa Indonesia.
7. Ability to work effectively with Microsoft Office applications.
8. Attention to details.
9. Understand basic procurement cycle.
10. Experience in manage/organize events.
11. Able to develop simple budgets for events.
12. Proactive, creative and analytical thinking skills.
13. Lobbying & negotiation skills.

Functional Relationships

This position:

• Reports to the PRISMA Office Manager as line manager
• Working closely with Provincial Manager as their functional manager
• Work closely with PRISMA Operation Team in Surabaya Office