Communications Admin Support Consultant

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 communication unit in the Jakarta office is now undergoing fast-paced and dynamic implementation to achieve targets geared towards program closure. The communication unit is responsible for leading double the number of high strategic events compared to the previous period. In this context, the communication unit needs to have communications admin support (consultant) who will be responsible for supporting the program, at the national level, on general administration support to the unit, particularly during activities such as online and offline meetings, workshops, webinars, campaigns, media visits, etc.

Duties: Under the direction of the Communications Manager and in close coordination with Communications Specialist and Communications Officer, the Communications Admin Support Consultant will:

• Support in scheduling, preparation, logistics, and administrative support for meetings, workshops and events including travel arrangements.
• Provide support in the distribution of invitations and follow-up on the confirmation of participants.
• Undertake other communications admin support tasks as reasonably required by the Units.
• Help coordinate with resource persons concerning the completion of resource person documents (approval forms, data sheets, and invoices).
• Support the program team and work closely with the INOVASI Finance team in processing invoices/payments/expense claims, checking receipts, and liaising with service providers/suppliers/consultants as required, in line with Palladium processes; including collecting original invoices.
• Support the procurement process required by the unit, prepare the procurement documentation, and liaise with the Procurement team.
• Undertake filing and maintenance of records and key documents electronically and physically as required.
• Ensure adequate office equipment, stationery, supplies, and consumables are available particularly for events/ workshops/ conferences or Communications meetings , managing these supplies, including procurement, in line with Palladium processes.
• Support the INOVASI team with photocopying, printing, binding, scanning, typing, and routine correspondence as required.
• Create meeting notes or serve as Note Taker (if needed).
• Support in arranging meetings and maintaining schedules of appointments.
• Help in transferring payments to online meeting participants as required.

Required Qualifications

The Communication Administrative Support will possess:

• Ability to work effectively with Microsoft Office applications.
• Familiar to operate google, Zoom, and Microsoft meetings and serve as co-host (if needed).
• Experience as a note-taker is preferred.
• Proven ability in handling multiple tasks effectively under heavy time and work pressure.
• Experience in managing travel arrangements.
• Experience in handling administrative and secretarial duties in a project of similar size and scale.
• Proven ability to plan and manage schedules, files/databases, and working materials as well as to keep confidentiality of documents and information.
• Excellent interpersonal communication skills.
• Good attention to detail.
• Experience in managing simple budgets, basic procurement, processing expenditure, maintaining financial records, and preparing financial reports.
• Experience in organizing and managing events.

Application closed on Friday, 28th July 2023 at 11.59 PM (Jakarta time)

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 [email protected] stating the position in the subject line.

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.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. 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 and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [email protected] and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.