PRISMA – Provincial Administration Officer (PAO) NTT At Palladium International

Job Description:

PRISMA – Provincial Administration Officer (PAO) NTT

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 applican ts 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 accessibility@thepalladiumgroup.com 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-f ocused interviews and a rigorous due diligence process.

Project Overview and Role:

The Australia-Indonesia Partnership for Promoting Rural Incomes through Support for Markets in Agriculture (PRISMA 2) is a five -year program (2019 – 2023) funded by the Australian Government’s aid program and implemented in cooperation with the Government of Indonesia. The program will build upon the achievements and results of Phase 1 (2013-2018), using a market systems development (MSD) approach to support inclusive economic growth in Indonesia’s agriculture sector.

Primary Duties and Responsibilities:

Under the direction of the Operations Manager, the PROVINCIAL ADMINISTRATION OFFICER (PAO) NTT will assist the Operations Manager in supporting the PRISMA program for accomplishing various administration task to support day to day administration and office operation of PRISMA program at the provincial level.
This position will be expected to:

Undertake Receptionist Duties

Undertake receptionist duties including screening incoming phone calls and receiving visitors, vendors and deliveries in line with our policies and procedures.
Managing visitor log book both for domestic and expatriate’s guests, and regularly scan and file it
Managing courier delivery services for courier service
Managing incoming and outgoing letter in line with our policies and procedures
Regularly scan and file incoming and outgoing logbook
Assist visitor to contact taxi (if available in the area)
Ensuring the latest edition of newspaper/magazine available in the receptionist area
Make a coordination to Communication team to ensure the latest update flyer/brochure/info cards about PRISMA is available in our receptionist area

2. Provide General Administrative Support

Maintaining an efficient office documentation and filing structure in line with PRISMA 2 filing system, specifically file structure in Admin unit
Scanning documents and filing it into the filing system
Providing and analysing data from Admin file based on requests
Communicate effectively with Project Assistant in Surabaya to processing documents that need verification and approval from Operations Manager and Chief Operations Officer in Surabaya
Maintain outgoing letter numbering for Provincial office letter
Create desk signage for all staff and ensure it stick properly on each staff’s desk
Maintain gift register data and ensure it is well recorded
Preparing and updating the welcome note for provincial area information and sharing it with new staff or visitors
Support organising provincial events from preparing simple budget, activity requests and arranging logistical requirements in line with event procurement procedures
Based on approval from Operations Manager, support program events in person in the field if required
Communicate effectively with IT and MIS team to ensure the LAN, database MIS system and internet connection in provincial office are well set up and liaise with IT or MIS if there is a problem related on it.
Update potential social risk that could be a risk for program in the provincial area and communicate effectively to Office Manager and all staff
PAO should be able to communicate effectively potential security risk in provincial area to Safety Officer in Surabaya
Maintain petrol vouchers for provincial office (if any available in provincial office) and maintain the log of petrol voucher and processing the request for the purchase of the petrol
Maintain the balance of GTO (toll gate) stock (if any available in provincial office) and processing the request for the purchase of top up balance including maintain the log of GTO usage by staff

3. Undertake Simple Operation Procurement Process

Assist in managing simple office operation procurement good and services in line with standard operating procures. This includes Request for Quotations (RFQs), doing simple assessment analysis, managing procurement records and documentation
Processing procurement filing as per guidelines
Maintain procurement trackers & another related trackers (e.g. for panel etc)
Collecting support documents for invoice procurement good and service
Have good coordination with the General Office Coordinator in relation to invoicing using Admin cost codes and ensure it is recorded properly in trackers

4. Assist in Asset Management

Managing and maintaining the asset register the province office
Coordinate effective asset register from provincial offices to Event and Procurement Coordinator
Regularly undertake physical asset checks and coordinate with Event & Procurement Coordinator
Managing asset handovers and asset returns
Processing and coordinating any lost assets in accordance with guidelines
Coordinating the maintenance of ITC assets, including staff laptops, handphones and computers
Ensure ICT assets that aredamaged or requiring maintenance are resolved in a timely manner, if needed coordinating with the IT team.
Communicate effectively with the Operations Manager to update and tag equipment and office facilities needed

5. Undertake Office Maintenance

Day-to-day maintenance of office facilities
Ensuring an effective and safe working environment in the provincial office, including coordinating with security services for the building
Regularly coordinate with office maintenance contractor for cleaning AC, complete AC maintenance log and other day to day office maintenance needed
Ensure the office facilities in provincial office is functional, comfort and clean

6. Managing Outsource staff

Supervise the day-to-day performance of the cleaners, driver and security staff including checking their schedules, monthly report, leave and timesheets
Coordinate actively with Operations Manager for any performance related issues with outsourced team members
Undertake performance reviews of outsourced team members every 6 months and communicate this with the outsourced company
Maintain the provincial driver’s schedule, and regularly share it within the team
Check vehicle logbook
Follow up any accident insurance verification, if needed
Manage car schedule for regular service and maintenance, and coordinate with vendors

7. Processing Admin Regular Payment

Processing Admin Regular Payment invoices such as monthly utilities, monthly internet, monthly office consumables cost, monthly cars, monthly outsource bill and so on
Create the regular payment forms from the system, and process it in line with procedures
Coordinate with Project Assistant to receive documents from provincial office and processing it accurately
Maintain invoice copies (record) and estimate date when the original invoice will be received and then sending it to Surabaya office

8. Maintaining Cash Advance

Maintaining an office advance for paying any provincial office needs
Make a claim for reimbursement acquittal toSurabaya office each month
Process a request for an advance each month

9. Processing Travel Booking for Airfares & Hotel

Processing air ticket booking and hotels in line with travel guidelines
Processing travel changes and cancellations
Issuing ticket purchase orders and hotel guarantee letters to vendors
Maintain travel data trackers and any other related trackers
Complet support documents for any travel refunds and coordinate with AO (Travel & Logistics)
Filing travel request forms and other related travel documents

10. Support Provincial Manager

Helps prepare provincial level correspondence and communication under the direction of the Provincial Manager, for example: collect data report etc.
Arrange provincial level activities coordinating with Provincial Manager
Maintain good working relationship with Provincial Government agency and other stakeholders

11. Coordinate and communicate effectively to the Operations Manager for any risk and issue in related the operational of provincial offices

Provide other high-level administrative support as required in relation to Office functions and as directed by Operations Manager and the Chief Operation Officer

This position will:

Reports to the General Office Coordinator & PRISMA Operations Manager
Working closely with Provincial Manager
Working closely with other operation and program team of PRISMA

Required Qualifications:

Essential skills and experience:

Minimum Diploma or Bachelors’ degree in a relevant field
Demonstrable experience in handling administration duties, manage schedules, files/database, and budgets in an organisation of similar size and scale
Experience in managing and organising events/activities with high attention to detail
Proven ability in handling multiple tasks effectively under time and work pressure
Effective communicator with interpersonal skills to deal with clients and stakeholders from diverse backgrounds
Being proactive, creative and show analytical thinking
Understanding of the procurement and travel management
Fluency in English and Bahasa Indonesia
Ability to work effectively with Microsoft Office applications.

Desirable: