Job Reference Number
Position No. AO-01

Job Type
Local Engagement Staff

Schedule
Contract

Job Location
Jakarta, Surabaya, Mataram, Jayapura, Manokwari

Job Summary
The Australia Indonesia Partnership for Decentralisation (AIPD) is funded by Australian Aid for the period 2011–2015. The Program supports the Government of Indonesia (GoI) to improve the performance of provincial and local governments. The Program focuses on resource management, covering both human and financial resources. AIPD creates an enabling environment for provincial and local governments to improve their performance so that sectoral initiatives to improve health, education and infrastructure services have a greater chance of success. At the same time, AIPD pilots new development models that can be replicated in other provinces and districts. AIPD works with the central government as well as five provincial governments: Papua, West Papua (Papua Barat), East Nusa Tenggara (NTT), West Nusa Tenggara (NTB) and East Java, and a total of 20 district governments within those provinces.

AIPD also plays a role in capturing the real challenges that provincial and local governments face and contributes to the development of better policy.

AIPD has vacancy for AdministrativeOfficer, who will provide a range of administration services to support the implementation of the AIPD program under the direction of the Assistant Program Director and the Regional Operations Manager.

Key Responsibilities
To accomplish this, the Administrative Officer will: 

• Provide necessary administrative support to Program activities in the province and districts;
• Perform general clerical tasks such as arranging letters, filing and telephone;
• Maintain filing systems (in/out correspondences, reports, and/or other Program documents) both in soft and hard copies (if required);
• Maintain records and also monitor of logbooks (program vehicles, facsimile, photocopier, telephone, generator, PDAM, and PLN);
• Arrange meetings/appointments, workshops, trainings, etc. including making appointments.
• Make travel and hotel accommodation bookings.  Ensure that those who travel are aware of any late changes to schedules;
• If requested, provide travel advice to personnel or advisers; in relation to selection of hotels, airplanes and any other travel arrangement;
• Liaise with the Finance Officer to ensure all travel expenses are correctly entered;
• Ensure that the Program obtains the best value for money in purchasing travel .
• Ensure that all program procurements are in accordance with DFAT and Cardno regulations including fraud minimisation, and that the supporting documents are on file (Purchase Order, Quotations, Procurement Form).
• Provide staff weekly movements to Cardno and DFAT.
• Maintain housekeeping including office cleanliness, staffs’ timesheets, sick and leave requests.
• Maintain AIPD calendar and share within the province;
• Update Program Asset Register and send to Finance System Manager as part of monthly financial report
• In close coordination with PO/APD, prior to payment by Finance Officer, review incoming tax invoices from provincial STA; ensuring the outputs/milestones, reports and other supporting docs are in place and uploaded in the AIPD database;
• Do petty cash count every week to ensure cash on hand is balance with finance report provided by Finance Officer
• Close coordination with PO/APD, review incoming tax invoices from provincial STA; ensuring the outputs/milestones and other supporting docs are well documented;
• If applicable, every month, provide invoice  invoices to be sent to program partners who share office with the AIPD program;
• Develop and maintain good relationships with all partners;
• Other duties consistent with the above.

A copy of the Terms of Reference and Selection Criteria for this position can be found by clicking on the link: Terms of Reference.

Other Requirements
Please click on the Terms of Reference for selection criteria and how to apply. It is required to address each one of the Selection Criteria in your application.

Employee Benefits
To be contracted full time over the term of the contract

Contact
By email: email your application with the reference “AO–Administrative Officer” in the subject line to recruitment@aipd.or.id.

Closing date: 30 March 2014, 5.00pm Jakarta time.
Late applications will not be considered.