Provincial Office Assistant for NTB (AIPJ)
Job Reference Number AIPJ POA NTB
Job Type International Development Assistance/Emerging Markets Schedule Fixed Term
Job Location Nusa Tenggara Barat
Job Reference Number AIPJ POA NTB
Job Type International Development Assistance/Emerging Markets Schedule Fixed Term
Job Location Nusa Tenggara Barat
Job Summary
Project Background
The Australia Indonesia Partnership for Justice (‘AIPJ’) is a five year program (through to December 2015) funded by Australian AID. The strategy of AIPJ is to focus on realising the rights of Indonesians, in particular poor women and people with disabilities. The program approaches realising rights by working in partnership with key government institutions (the supply side) as well as civil society and local communities (the demand side), and the intersection between the two.
Building on the successes of previous Australian law and justice programs, AIPJ focuses on the following rights:
The Australia Indonesia Partnership for Justice (‘AIPJ’) is a five year program (through to December 2015) funded by Australian AID. The strategy of AIPJ is to focus on realising the rights of Indonesians, in particular poor women and people with disabilities. The program approaches realising rights by working in partnership with key government institutions (the supply side) as well as civil society and local communities (the demand side), and the intersection between the two.
Building on the successes of previous Australian law and justice programs, AIPJ focuses on the following rights:
- Legal identity (birth, marriage and divorce certificates) as one precondition to realising basic economic and social rights, such as education and health care.
- The right to fair proceedings which are:
- Independent and impartial.
- Fast, consistent, affordable, and accessible.
- The right to (legal) information.
In working to realise these rights, AIPJ focuses on both national and
sub-national levels, where central decision-making is taken, and where
lessons from the field can inform this decision making. Support is
targeted at areas that Indonesia has identified as being of critical
importance to the sector, and for which assistance is likely to bring
about sustainable and meaningful impacts, namely:
- Judicial dispute resolution mechanisms
- Prosecutions Office
- Anti-corruption
- Legal aid.
AIPJ is looking to employ an Indonesian national for the position of
Provincial Office Assistant. This is a full-time position based in
Mataram, with some district and national travels.
Key Responsibilities
Key Responsibilities
Overall responsibilities:
The Provincial Office Assistant will work in close with the Provincial Co-ordinator to ensure the AIPJ Provincial Office administrative & finance performs its duties and responsibilities (including in relation to the other AIPJ Provincial Offices and the AIPJ team generally) in a timely and accurate manner in accordance with AIPJ’s policies, procedures and systems.
The Provincial Office Assistant will report to the Provincial Co-ordinator and will take direction from the Office Manager and Finance Manager on administrative and financial matters.
Specific responsibilities:
The NTB Provincial Office Assistant will work in close with the NTB Provincial Co-ordinator and the Consultant - Provincial Offices (NTT & NTB) and in consultation and coordination with AIPJ Finance Manager & Office Manager to:
Specifically, working close with Provincial Co-ordinator and in consultation with the Office Manager, the Provincial Office Assistant will:
The Provincial Office Assistant will work in close with the Provincial Co-ordinator to ensure the AIPJ Provincial Office administrative & finance performs its duties and responsibilities (including in relation to the other AIPJ Provincial Offices and the AIPJ team generally) in a timely and accurate manner in accordance with AIPJ’s policies, procedures and systems.
The Provincial Office Assistant will report to the Provincial Co-ordinator and will take direction from the Office Manager and Finance Manager on administrative and financial matters.
Specific responsibilities:
The NTB Provincial Office Assistant will work in close with the NTB Provincial Co-ordinator and the Consultant - Provincial Offices (NTT & NTB) and in consultation and coordination with AIPJ Finance Manager & Office Manager to:
Specifically, working close with Provincial Co-ordinator and in consultation with the Office Manager, the Provincial Office Assistant will:
- Administer all general affairs, including travel arrangements, office maintenance and purchase of office equipment and supplies;
- Maintaining the project’s filing system (electronic and hard copies), asset register, contracts register, correspondence log book, leave register and timesheet records;
- Performing the receptionist role for the project office, including screening callers and visitors to the office, mail and couriers;
- Arrange for meetings with partners, stakeholders and others;
- Preparing minutes of meetings;
- Support the preparation of letters, reports (narrative and financial);
- Organise the translation of documents (may translate simple documents themselves or engage a professional translator for more complex documents);Undertake logistics and administrative work relating to the preparation, implementation and reporting of activities and events including organising for payment (and recording of) of per diems and other expenses, etc;
- Organize goods and services procurement for the implementation of activities and office operation in the provincial level, and ensuring ensuring compliance with procurement rules.
- Establish and maintain and updating the project office activity calendar;
- Perform other relevant duties and responsibilities as may be reasonably requested by the Office Manager (through the Provincial Co-ordinator).
Specifically, working close the Provincial Co-ordinator and in
consultation with the Finance Manager, the Provincial Office Assistant
will:
- Administer petty cash;
- Preparing payment requests (including office monthly bills);
- Administer procurement (will also under consultation with Grant & Contracts Manager);
- Maintain a secure filing system for all financial / accounting information / documents (financial reports, supporting documents, bank documents, contracts, etc);
- Prepare activity budget, advance etc;
- Verify travel claims and validate supporting documentation;
- Verify financial reports from project office team and members, consultants, and / or partners;
- Prepare activity finance and/ or advance report;
- Prepare and submit financial reports in a timely manner;
- Perform other relevant duties and responsibilities as may be reasonably requested by the Finance Manager (through the Provincial Co-ordinator).
Other Requirements
Selection Criteria
- Experience (3 years) in administration and / or accounting;
- Familiar with computer software such as Excel, Word, etc;
- Knowledge of MYOB is an advantage;
- Experience in managing events (meetings, workshops, seminars, etc);
- Experience working on projects with Government of Indonesia ministries and agencies and civil society / non-government organisations;
- Strong Indonesian language communication and a good command of spoken and written English;
- Pro-active and quick learner;
- Strong negotiation, coordination and communication skills;
- Demonstrated capacity to work and take direction as part of a team;
How to Apply for This Position
- Response against each selection criteria.
- Curriculum vitae/resume.
- Name and contact details (phone and email) of three referees.
Applications that do not address all the requirements stated above will not be considered.
Submitting Applications
Submitting Applications
- By email: email your application with the reference “AIPJ – Provincial Office Assistant for NTB” in the subject line to EmergingMarkets.Jakarta@cardno.com
- On-line application. Go to www.cardno.com/careers and search for this position. Click “Apply for this job” located at the end of the job description (most preferred option).
Employee Benefits
- Monthly Salary
- Health Insurance
- Jamsostek
- 13th month salary (THR)
Contact For further information about this position:
Email EmergingMarkets.Jakarta@cardno.com with the reference “AIPJ – Provincial Office Assistant for NTB” in the subject line.
Email EmergingMarkets.Jakarta@cardno.com with the reference “AIPJ – Provincial Office Assistant for NTB” in the subject line.
