INOVASI 3 - Admin and Program Support Consultant Kalimantan Utara

Palladium; Indonesia; On-site; IDR 111,600,000 - 167,400,000; Full time

Job summary

Palladium seeks an Admin and Program Support Consultant for INOVASI Phase 3 in Tarakan/Nunukan, North Kalimantan. The role supports Operation Officers, MERL, Education Coordinator, Finance & Admin, and other units with general administrative duties during activities such as meetings, workshops, and webinars.

Local residents from Tarakan or Nunukan are strongly encouraged to apply. This is a consultant position with a 12-month term and potential travel to other INOVASI areas as needed.

Qualifications

• Experience in handling administrative and secretarial duties in a project of similar size and scope.
• Note taking experience preferred.
• Excellent interpersonal communication skills.
• Proven ability to manage multiple tasks under heavy time pressure and maintain confidentiality.

Responsibilities

• Distribute invitation letters and follow up on participants' attendance.
• Provide administrative support during activities, including forms collection and data entry.
• Coordinate logistics for travel and accommodation for participants as directed by the INOVASI Kaltara team.
• Gather documents for activity reports and participant payments (invoices, receipts, etc).
• Support room setup and other logistical needs during events.
• Assist procurement by collecting vendor quotations and coordinating with suppliers.
• Assist with copying, archiving, data recapitulation, and data entry of participant information.
• Perform other responsibilities assigned by the team during prep, execution and post-activity.
• Assist Finance/Admin tasks such as document review, archiving, scanning, and asset checking.

Skills

Administrative duties

Secretarial duties

Travel coordination

Interpersonal communication

Multitasking under pressure

Tools

Microsoft Office

Google Workspace

Zoom

Microsoft Teams

Job description

INOVASI 3 - Admin and Program Support Consultant Kalimantan Utara

• Duration:12 months, up to 90 days
• Location: Tarakan and Nunukan, Kalimantan Utara, with travel to other INOVASI areas as necessary
• This position is open to Indonesia nationals and permanent residents with authority to live and work in Indonesia, preference will be given to local candidates, and this is a consultant position.

Program Overview

Indonesia’s Vision 2045 sets the goal for Indonesia totransition from a resource-based economy towards an advanced service,technology, and knowledge-based economy by the centenary of its independence(2045). The 2025-2045 National Long Term Development Plan emphasises theurgency of Indonesia’s human resource development to fully realise 2045goals.

Faced however with persistent low student performancethat is emblematic of a learning crisis, significant improvement in studentlearning will be required to reach Indonesia’s 2045 goals. Government ofIndonesia (GoI) has started an ambitious program of education reforms.Successive education ministers have set out to modernise the education systemthrough reforming the national curriculum and teaching and assessment approaches,to produce citizens with strong foundational skills, open minds, and inclusivevalues.

Australia is a long-term supporter of the Indonesianbasic education sector, with continuous investments supporting educationquality improvements for the past two decades, including through the INOVASIprogram (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supportingacquisition of literacy and numeracy foundational skills in early gradesclassrooms; exploring local problems and solutions; and generating evidence toinform government policy development and practices.

This third phase of INOVASI (2024-2027) builds uponthe existing program’s approach and lessons learned and takes the focus on thedevelopment of foundational skills through to the end of the primary grades.Phase 3 will engage with priority issues of Australia’s development policy:gender equality, effective inclusion of children with a disability, responsesto the climate change challenge in education. It will focus on the challenge ofpolicy implementation and the gaps that exist between national policies andpractices at district and school levels and use the well attested-success ofINOVASI’s local problem-based approach to continuously support policydevelopment for effective fit between policy and implementation context.

The Program is implemented by Palladium on behalf ofDFAT.

Working with children

Is this position likely tocome into contactwithchildren? Yes No

Purpose of Position

INOVASI Phase 3 is now undergoing fast-pacedand dynamic situations in achieving targets with tight mechanism. With thiscontext, INOVASI intends to have a pool of Admin and Program Support STP whowill be responsible for supporting Operation Officer(s), Monitoring, Evaluationand Learning Officer (MERL), Education Coordinator, Finance & AdminOfficer, and other Program units (Ecosystem Officers, EPP, etc), on generaladministrative support, particularly during activities such as online andoffline meetings, workshops, webinars, etc. Candidates who are originally from and currentlyresident permanently in Tarakan or Nunukan, North Kalimantan, are highlyencouraged to submit their applications. Preference will be given to localcandidates.

Responsibilities

• Distribution of invitation letters and follow-up confirmation of participants' attendance;
• Provide administrative support during the activity, including the distribution and collection of activity forms (such as attendance list, registration form, evaluation form, pre and post test form, resource person data sheet, etc.);
• Providing logistical and operational support including road travel and accommodation arrangements for activity participants, as directed by the INOVASI Kaltara technical and operations teams;
• Assist the team/PIC in collecting supporting documents for activity reports or participant payments, such as boarding passes, invoices, payment receipts, etc;
• Provide administrative and operational support during room preparation and logistical needs;
• Provide administrative support in the procurement process including the collection of procurement documents (vendor quotation) and coordinate directly with vendors;
• Assist the technical / operations team in duplicating activity documents, archiving, data recapitulation and inputting participant data if needed;
• Other responsibilities assigned by the relevant team in accordance with qualifications and experience, during preparation, during and after the activity.
• Assist for Finance and Admin duties, such as reviewdocument, archiving, scan document, and check Asset.

Qualifications and ExperienceRequired

The STP ProvincialAdministrative & ProgramSupport Kaltara will possess:

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

Deliverables

Assist with general administrativesupport work, not limited to filing, finance, procurement, and other workassigned by the Kaltara team.

Timeframe

12 months, up to 90 inputdays

About Palladium

Palladium is a global development and consulting firm, part of the GISI Consulting Group, working alongside some of the world’s leading project management and engineering organisations. We partner with governments, businesses, investors and communities to design and deliver complex programs that create lasting impact. With a presence across more than 90 countries, Palladium offers the opportunity to work on meaningful challenges, alongside talented colleagues, in environments where your work can truly make a difference.

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 [e-mail] and we will be in touch to discuss.

Safeguarding

We define Safeguarding as all the actions taken by Palladium to protect our people, communities where we work and our clients from harm, including Sexual Exploitation, Abuse or Sexual Harassment; Child Abuse in any form; Trafficking for sexual exploitation of adults or children and any form of Trafficking of children. We have zero tolerance for all forms of child abuse as well as sexual exploitation, abuse and harassment and zero-tolerance for inaction to prevent, protect against, respond to and report 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. Our Code of Conduct and Child Safeguarding and Protection against Sexual Exploitation, Abuse and Harassment Guidelines have additional details.

INOVASI has zero tolerance for child abuse and exploitation. All successful candidates will be required to adhere to our Child Protection Policy and will be subject to background checks as a condition of employment.