Travel & Administration Officer 277 views

Job Expired

Position Title                     : Travel & Administration Officer
Location                              : Jakarta
Period of Assignment       : March 2022 – March 2023 (1 year) with a possibility of extension

BACKGROUND:

The Australia-Indonesia Partnership Towards an Inclusive Society (AIPTIS) is a $75m, 5-year investment (2021-25) that will contribute to the broader development goal of No one is left behind – more marginalised people participate in and benefit from Indonesia’s socio-cultural economic, and political development

AIPTIS continues Australia’s support to Indonesia’s prosperity, building on advancements in the areas of gender equality and women’s empowerment, social inclusion, and civil society strengthening. This includes experience and lessons working in community-driven development, civil society programs, women’s empowerment, and inclusive development programs – most recently through MAMPU and Peduli. It also builds on decades of work by Indonesian CSOs and social movements, including the women’s movement to advance GEDSI.

AIPTIS supports the shared policy priorities of GoI and GoA. It is aligned with Pillar One of the Indonesia- Australia Comprehensive Strategic Partnership, and the associated Plan of Action, which commits to cooperation to “address poverty and inequality, promote women’s leadership and empowerment on disability-inclusive development; the Stability Pillar of the Australia-Indonesia COVID-19 Development Response Plan; and the Government of Indonesia (GoI) Medium-Term Development Plan (RPJMN IV 2020- 2024). AIPTIS supports the RPJMN agenda of “enhancing the quality and competitiveness of human resources”, and specifically the RPJMN’s Gender Equality and Women Empowerment policy and its Social Inclusion policy direction. It also supports Indonesia’s commitment to the Sustainable Development Goals (SDGs), and the call to “Leave no one behind” in development, while responding to the impacts of the COVID-19 pandemic, including the disproportionate socioeconomic impacts on women and communities experiencing marginalisation as well as the potential threats posed to civil society spaces.

DUTY STATEMENT:

Reporting to the Finance and Administration Manager (FAM), the Travel and Administration Officer is responsible for all travel reservation and administrative duties necessary for effective travel management of the AIPTIS Program. Duties includes arranging, managing and coordinating all aspects of program-field travel such as books flights, ground transportation, hotel accommodations, car rental to meet the specific needs of AIPTIS team members / consultant as well as arranging Governance meeting such as Program Steering Committee (PSC), Partnership Management Group (PMG) and Technical Working Groups (TWG). Providing these services in an effective and efficient manner will ensure field travel and governance workshop arrangement run smoothly and in accordance with the procedures and guidelines laid out in the AIPTIS Operations Manual.

SPECIFIC DUTIES:

Under the supervision of the finance and Administration Manager, the TAO will be responsible to:

Travel Reservation

  • Arrange for travel, hotel reservations and logistical support for AIPTIS team members and consultant based on approved Travel Request submitted by traveller including confirmation of flights, ground transportation and hotel accommodations booking. Make sure that flight booked are in accordance with DFAT aircraft regulation.
  • Be one of the AIPTIS person in charge in dealing with travel agent.
  • Follow up invoices from travel agent. Daily update travel records with all travel booking including invoices tracking, making sure all invoices received from travel agent are correct, in time, and submitted to Senior Accountant for payment process with complete supporting documents before the due date.
  • Prepare per diem calculator in MIS based on approved Travel Request and seek for Head of Operations and Grants/FAM approval through MIS.
  • In coordination with Program Support Officer to collect and check travel acquittal for its correctness and completeness of supporting document.

Administration

  • Arrange the preparation of Government meeting/workshop and other related issues from budget preparation, collecting approved ToR and Workshop Request Form to calculation of and be in charge for workshop participants allowance/travel costs. In coordination with Program Support Officer for Partner’s invitation arrangement,
  • In coordination with Procurement Officer to supervise copy/fax machines operation, or other equipment necessary include coordination with maintenance vendors to repair or replace damaged office equipment.
  • In coordination with Program Support Officer to support planning/preparation of the AIPTIS big event/conference
  • In coordination with Program Support Officer to maintains and updates AIPTIS workshop lists/records for outstanding payment/invoices
  • To assist during the absent of Receptionist & Administration Officer

Others

  • Deliver other assigned duties accurately and on a timely manner.
  • Perform other related duties as required. Perform such other duties as may be assigned.

JOB REQUIREMENTS:

  • Bachelor’s degree in any related field
  • Minimum of 4 years’ work experience as an Administrative Officer, Administrator, or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problem-solving attitude
  • Excellent written and verbal communication skills
  • Attention to detail
  • The ability to multitask
  • Women and people with disabilities are encouraged to apply

APPLICATION PROCESS:

Candidates are encouraged to apply as soon as possible, by February 4th, 2022 at the latest.

For your application to be considered,

  • Please send your application to recruitment@aiptis.or.id
  • Please put “Application – Travel & Administration Officer”   In the email subject.

We thank all applicants, however, only those shortlisted will be contacted.

We are an equal opportunity employer and value diversity and inclusion.

  • This job has expired!
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