Program Admin

KantorKu; Jakarta Pusat; On-site; IDR 66,960,000 - 111,600,000; Full time

Job summary

ITSEC, a leading cybersecurity company in the APAC region, seeks a Program Admin in Jakarta to own program governance, document control, and administrative execution across ITSEC Asia and Academy streams.

You will support bid and mobilization processes, maintain the governance calendar, manage BAST documentation, and provide office support to senior PMOs and the PM Academy. Travel to customer offices may be required.

Qualifications

• 2-5 years in project management / project administration.
• Experienced in supporting project delivery within government institutions (central and regional).
• Experience preparing BAST and related documents for signature and close-out.

Responsibilities

• Bid Support: prepare bid packs, maintain master bid library, logistics for Bidding Committee.
• Handover & Mobilization: set up program files, issue mobilization paperwork, coordinate kick-off logistics.
• Dual-Stream Delivery & Governance: maintain governance calendar, publish packs/minutes within 1 day, manage action logs.
• BAST & Acceptance Management: draft BAST packs and route for signature with customers.
• Billing Support: maintain BAST logs and coordinate with Finance for invoicing.
• Academy Support: assist Senior PMOs and PM Academy with reports and documentation.
• Closing Administration: assemble final closing packs and archive documents to audit-ready standards.
• PMO Office Administration: manage onboarding, access requests, and admin logistics.

Skills

Project administration

Stakeholder engagement

Documentation control

Travel readiness

Bahasa Indonesia writing

English communication

Education

CAPM training (nice to have)

Tools

Microsoft Office / Google Workspace

Job description

As a Program Admin within the SAG PMO, you will own program governance, document control, and administrative execution across both the ITSEC Asia and Academy streams.

• Bid Support: Compile bid submission packs against tender checklists, maintain the master bid library (legal, compliance, tax, and customer reference records), and manage logistics for the Bidding Committee.
• Handover & Mobilization: Set up controlled program files at handover, issue mobilization paperwork (e.g., Surat Tugas, NDAs, site access requests, etc.), and arrange kick-off logistics and meeting minutes.
• Dual-Stream Delivery & Governance: Maintain the governance calendar and action logs across both ITSEC Asia and Academy streams, publish meeting packs and minutes within one working day, enforce action item ownership, and manage official letter registers and change requests.
• BAST & Acceptance Management: Draft BAST acceptance packs upon milestone confirmation and handle end-to-end document routing, including customer site visits (PPK and key signatories) to secure signed approvals within the 14-day target.
• Billing Support: Maintain live BAST status logs, flag approval risks to PM and Project Controller, and hand over signed originals to Finance for prompt invoicing.
• Academy Support: Provide daily administrative support to Senior Program Managers and the PM Academy, including report formatting, document distribution, and collecting/filing Academy completion evidence (attendance, assessment results, feedback) to route resulting BASTs for signature.
• Closing Administration: Assemble final program closing packs, secure customer work-completion letters for future bids, revoke system/site access, and archive digital and physical files to audit-ready standards.
• SAG PMO Office Administration: Manage internal onboarding, access requests, and general administrative logistics for the SAG PMO team.

Requirements

• 2-5 years in project management / project administration.
• Experienced in supporting project delivery within Kementerian/Lembaga Pemerintah (central and regional government institutions), including coordination, administration and stakeholder engagement.
• Hands-on experience preparing BAST and supporting Berita Acara, routing them for signature and closing project administration with government or SOE customers.
• Able to keep contracts, correspondence and acceptance records complete, version-controlled and retrievable, in both physical and digital form.
• Experience scheduling meetings, preparing packs, writing minutes and running an action log for several projects at once.
• Willing and able to travel frequently to customer offices in Greater Jakarta, and occasionally to other cities, for meetings and signature follow-up.
• Clear and courteous written and spoken Bahasa Indonesia, including formal official correspondence; working English for internal documents and reports.
• Persistent, detail-minded and reliable; follows an open item through to closure without being reminded.
• Handles contracts, commercial terms and customer-sensitive documents with discretion.
• Proficient in Microsoft Office / Google Workspace, in particular Word, Excel and PDF tools.
• Experience compiling tender or bid administration documents, including submission through government e-procurement portals.
• Familiarity with PSOhub, Pipedrive, Jira or comparable project and CRM tools.
• Project administration or project management training (e.g. CAPM) is a plus.

ITSEC is one of the leading cybersecurity companies in the APAC region, listed on the Indonesian Stock Exchange (IDX), with over 300 employees across five countries. We deliver end-to-end cybersecurity services and solutions, including Consulting Services, Security Solutions Integration, and Managed Security Services. ITSEC provides continuous IT infrastructure protection against multiplying cybersecurity threats and ensures compliance with increasingly demanding data protection and critical infrastructure regulations. Our expertise has been built over a decade of delivering thousands of high-quality cybersecurity projects, providing cutting-edge solutions in collaboration with world-class technology partners across financial, telecommunications, energy, transportation, manufacturing, and other critical industry sectors. We also have extensive experience in helping our customers with fraud prevention, Operational Technology (OT), and Industrial IoT (IIoT) security.