Siap Siaga Finance And Admin Assistant - East Java

Program Overview

The SIAP SIAGA program is a five-year program funded by the Australian Government in partnership with the Government of Indonesia to strengthen disaster management in Indonesia and the relationship between Australia and Indonesia on disaster management at the broader regional level. The program is being implemented since November 2019 – November 2024 by Palladium as the program management partner. Since September 2020, the Siap Siaga program has worked in East Java Province as one of its four target provinces. In East Java, since October 2020, the SIAP SIAGA program is working in close coordination with BPBDs and relevant Government partners. Following the approval of 2023 AWP, this work plan is being derived to each of the targeted provinces, including East Java, for further implementation. Besides, there are more activities and events to be conducted that requires a dedicated Finance and Administration Assistant

The Finance and Administration Assistant is responsible for supporting the SIAP SIAGA East Java’s program delivery in processes related to finance and administration and ensure compliances to the company’s policies and regulations in all those processes.

Roles And Responsibilities

In general, Finance and Administration Assistant is expected to:

• To some extend provide support in translation (or outsourcing translation) of key program documents to ensure that all critical documents are bilingual Bahasa Indonesia and English;
• Participate in regular team meetings, briefings and manage minutes of meetings;
• Other tasks as requested and agreed with the Coordinator DRM East Java Province.
• Support the EJ core team in carry out daily administrative functions such as ensuring the attendance records of the sub-national team, project letters, and logistics (office supplies) for the team;
• Provide support for sub-national team members travel and local transportation as needed;
• Support the team in payment or cash management and administration in the activity deliveries;
• Contribute to the process of monthly forecasting in consultation and coordination with sub-national and national finance officers, and PSO – in reference to East Java detail implementation plan;
• Provide support for EJ team in procurement process as needed;

Expected Outputs

• Cash advance settlement submitted in timely manner - approved by Finance Coordinator – follow it up accordingly;
• All meetings/discussions are documented (both MoMs and visual) and stored in shared folder (teams).
• All supporting documents as evidence for cash advance settlement are completed, well prepared and organized;

Duration and Location:

The initial contract period will be for 12 months with further extension based on performance and depending on program needs. The position will be based in Surabaya – Sidoarjo - East Java with possible travel to project sites at target districts.

Key Relationships

• Coordinates closely with Sub-National Administration and Finance Assistant for necessary assistance;
• Reports to the DRM Area Coordinator – East Java;
• Coordinates closely with SIAP SIAGA project team members working at the sub-national level particularly with the Sub-national Finance and Administration Assistant.

Required Qualifications

• Demonstrated ability to work with people from diverse backgrounds and perspectives, and a professional commitment to promote a culture of gender equality and social inclusion.
• Minimum 5 years’ experience in supporting team or assistant to leadership
• Secondary degree in Administration, Management, Secretary Academy, or other related fields
• Strong negotiation and problem-solving skills
• Indonesian National
• Fluent in Bahasa Indonesia and English (preferable)
• Strong communication, writing and analytical skills

Application Closing Date: Thursday, 27 April 2023

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.

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