Deadline: -
Location: Jakarta
Job Type: Full Time
Company Overview:
About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.
Diversity, Equity & Inclusion - We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
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Project Overview and Role:
Background
The Innovation for Indonesia’s School Children (INOVASI) Program is a partnership between the Governments of Australia (GoA) and Indonesia (GoI). INOVASI includes Indonesia’s Ministry of Education and Culture (MoEC), Ministry of Religious Affairs (MoRA), the National Development Planning Ministry (Bappenas), and sub-national partners in the provinces of West Nusa Tenggara, East Nusa Tenggara, North Kalimantan and East Java. The Program seeks to identify and support changes to education practice, systems and policy which demonstrably accelerate improved student learning outcomes. INOVASI is managed by Palladium on behalf of The Government of Australia (GOA), through the Australian Department of Foreign Affairs and Trade (DFAT), and formally started on 18 January 2016.
The eight-year program (2016-2023) supports selected government partners (sub-national and national) to identify and understand systemic problems impacting on teaching and learning outcomes in Indonesia and to develop and implement local solutions. The program has three focal areas for investigation: the quality of teaching in the classroom, the quality of support for teachers, and learning for all. Improved student learning outcomes in basic education provide the foundation for a more skilled Indonesian workforce that will drive economic growth and stability.
Primary Duties and Responsibilities:
Purpose of the Position: The Program Officer will assist and support INOVASI Program Activities, including assisting Management and Leadership members in carrying out day to day activities in the area of program support, administration and information management. The position is responsible to support Deputy Director Operations to review and compile INOVASI budget forecast, tracking program budget expenditures and developing monthly budget analysis, working closely with provincial and program teams in program implementation. The position is responsible to compile the INOVASI implementation workplan and to liaise with provincial and program teams to ensure updating of implementation timelines, including implementation by grantees. The Program Officer will perform secretarial and administrative duties to support INOVASI management team. He/she will work closely and collaboratively with other Program Officers/ Program Assistants, and coordinate with other team members and external parties, in addition to INOVASI counterparts (MoEC and DFAT). The position is based in INOVASI office in Ratu Plaza in Jakarta and may be required to work from INOVASI office in the Ministry of Education and Culture when necessary.
Working with children Is this position likely to come into contact with children? ☒ Yes ☐ No Duties: Under the direction of the Operations Manager, and in coordination with other Program Officers/ Program Assistants when required, the Program Officer will:
Budget Review and Tracking and Implementation Support
Liaise with provincial and program teams to support the development of monthly budget forecasts. Review budget forecasts provided by provincial, program and operational teams and compile them in the INOVASI budget template.
Liaise with and provide input to the program teams when required in relation to accuracy of forecast figures and estimations. Seek clarifications on budget forecasts and follow up with program team to adjust budget forecasting when needed to ensure budget forecasts are realistic.
Review monthly field vouchers and financial transaction lists, providing quality assurance on budget coding in the list of financial transactions, to make sure program activities are budgeted against the right program budget codes.
Under guidance from Deputy Director Operations, support tracking of actual budget expenditures against Annual Work Plan budget and forecasts, and produce analysis to show percentage of budget spend versus actuals, highlighting areas of underspent/overspent in budget lines. Communicate the financial analysis with the relevant Manager and program team members.
Review program activity budgets and PACs and provide feedback to provincial and program team on costing if required. Provide feedback on activity budgets to support budget authorisations by Deputy Director – Operations.
Coordinate the development and compilation of activity workplans across the various provincial and national teams. Liaise with program teams to ensure the regular updating of implementation timelines, including implementation by INOVASI partners and grantees. Liaise with provincial Managers and provincial teams on behalf of Deputy Director Operations.
Provide training to INOVASI staff or to INOVASI partners when required, including on-the-job training, to support INOVASI staff and partners in development of budget estimations and tracking of program implementation.
Program Assistance
Coordinate and serve as liaison officer between INOVASI and MoEC key counterparts
Work closely and effectively with INOVASI wider team to keep them well informed of upcoming commitments and responsibilities and following up appropriately. Keep the Senior Management team updated about important developments in the working environment.
When needed, complete a broad variety of administrative tasks for Management members, INOVASI counterparts and//or Senior Advisers including:
managing the calendar of appointments and assist in organising and coordinating meeting agenda between the leadership team, management team, strategic advisers and visiting consultants, MoEC and DFAT;
composing and preparing correspondences that is sometimes confidential;
arranging complex and detailed travel plans, itineraries, and agendas;
compiling documents for travel-related meetings;
preparing presentation materials, briefs and memos on key programmatic issues;
Tracking, maintaining and keeping all program documents and reference materials;
Managing process of submitting and receiving approval requests;
Process documents with MoEC and GoI counterparts and follow up with MoEC for signing or approving such documents, including program report, letter requests, or BAST reports;
Prepare notes and minutes of meetings, edit and finalise the draft for circulation to the meeting participants and follow up on action points as appropriate.
As part of Program Support team, work closely with other Program Officer(s) and Program Assistants, other members from the Operations and Program teams to ensure that all program activity arrangements are fully supported and in compliance with Palladium and DFAT regulations and policies; as well as be prepared to support other members.
Support INOVASI team in planning and coordinating program and logistical aspects of program activities and workshops such as all-staff meetings, including but not limited to the development of terms of reference, travel plans, travel itineraries and agendas; reservation of flights and accommodations; resource person approvals, datasheets and payment claims; STA work orders and payment claims; travel request; budget preparation; accommodation and local transport; workshop agendas, and invitations and follow up on confirmation of participation of resource persons and ensure that all payments made to government officials are correct and following the Ministry of Finance Decree on General Cost Standard 2016, and in accordance with INOVASI Ways of Working with Government.
When required, provide logistics and operational support to local and international visiting consultants and program visitors, including travel itineraries and agenda; reservation of flights, accommodation and local transport; travel request; and briefing package;
When needed, support other Operations units in ensuring accurate and efficient management of correspondence, program documents including finance and procurement documents, invitations, files, records and databases of contacts in relation to various counterparts, government officials and consultants;
When required, and in collaboration with the Procurement Coordinator, support the procurement of goods and/or services related to events with any external parties, such as workshop and meetings, including but not limited to contact with catering, event organizer, and other vendors involved;
Follow established operational processes and procedures in accordance with relevant Palladium and DFAT requirements and principles, including Commonwealth Procurement Rules, Value for Money, financial management, accounting, fraud control and audit requirements
Other duties as may reasonably be required by the Operations Manager and Senior Management Team consistent with the incumbent’s qualifications and experience.
Required Qualifications:
Qualifications and Experience: The Program Officer will possess the following qualifications and experience:
Bachelor’s degree (S1) in relevant field;
Relevant of experience in office management and/or administration, especially in support function of large scale of organization;
Ability to work individually and in a team;
Ability to use English and Indonesian as working languages;
High level proficiency in Word, Excel, PowerPoint and web browsers;
Excellent oral and written communication skills;
Ability to work under pressure and with minimum supervision;
Highly self-motivated and quick to response to rapidly changing demands;
Highly organized with excellent attention to detail and follow-through;
Palladium embraces diversity and equal opportunity in a serious way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills, and we welcome applications from all, including from female applicants and people with disability. We aim to provide a work environment which is inclusive, supportive and safe for all of our employees. The more inclusive we are, the better our work will be. Palladium is a child-safe organisation, and screens applicants for suitability to work with children. A copy of Palladium’s Child Protection Guidelines is available on our website: thepalladiumgroup.com/policies Due to the anticipated volume of applications, only successful candidates will be contacted. All applications should be submitted through the Palladium website. Should you experience any issues lodging an application online please contact inovasi.recruitment@thepalladiumgroup.com stating the position in the subject line.
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