Provincial Office Coordinator (Gorontalo)

Location Gorontalo, Indonesia
APPLICATIONS CLOSE – 15th September 2023. 5 PM Jakarta Time

Program Background

The SKALA Program is a significant Australian investment designed to help Indonesia address regional disparities in development. SKALA will contribute to this objective by strengthening selected elements of Indonesia’s large and complex decentralised government system responsible for the delivery of basic services (Layanan Dasar). The SKALA Program’s core approach is to facilitate better collaboration (Kolaborasi) between Indonesian government stakeholders, at national and subnational levels, to help realise synergies (Sinergi) that will trigger improved service delivery. Moreover, SKALA will build on, and take to scale, the successes and learning from Australia’s previous 17 years of support to Indonesia’s decentralised government system. The SKALA Program is to be implemented through the following three pillars:

• Pillar 1: Stronger national level enabling environment for sub-national service delivery
• Pillar 2: Better sub-national governance for service delivery
• Pillar 3: Greater participation, representation and influence for women, people with disabilities and vulnerable groups

About DT Global

DT Global works in partnership with communities, governments, and the private sector to deliver innovative solutions that transform lives. DT Global – launched in 2019 – is built on legacy companies AECOM’s International Development Services Sector, Development Transformations, IMC Worldwide, and Cardno International Development. To fulfill its profit-for-purpose mission, DT Global is a key donor to the DT Institute, an independent not-for-profit organization, in support of DTI’s efforts to test new ideas or expand on donor partner priorities to improve as many lives as possible.

Our global team of 2,500 staff and experts work in over 90 countries. We bring over 60 years of experience, relationships, and technical excellence to improve lives on behalf of our partners, clients, and stakeholders. We aim to maximize sustainable development impact across a wide range of practice areas, including Conflict Prevention, Stabilization & Transition; Economic Growth; Environment & Infrastructure; Governance; and Human Development. Together, we aim to positively impact 500 million lives by 2045.

For more information, please see www.dt-global.com

The Role

The Office Coordinator (Province) is responsible for day-to-day provincial office management, including maintaining excellent working relationships with relevant stakeholders, administrative and logistical services, small-scale procurement and supporting financial administration.

Click on the link or copy paste it to access the full Terms of Reference for this position: 

https://bit.ly/3sGkIfe

About You

The key roles and responsibilities of the position are to provide the following:

Day-to-Day Office Management

• Manage the provincial office including ensuring utilities and office services are provided in a seamless manner.
• Ensure the prompt repair and regular maintenance of IT and office equipment as required; manage stationery supplies.
• Maintain excellent working relationships with stakeholders including other DFAT programs within the region.
• Ensure the provincial office administrative matters complies with SKALA/DT-Global policies and procedures.
• Provide secretarial support for the provincial office and minute the provincial meeting.
• Ensure all documentation is filed in accordance with the SKALA filing system.
• Manage and conduct office asset checks.
• Manage the security of the office and equipment stored in the office.
• Manage support staff and/or third-party service providers for office support functions (like drivers, cleaners, security guard etc.) specific to the provincial office.
• Assist Office & WHS Senior Manager related to fleet management and office WHS issues.
• Provide administrative and office coordination supervision for district and/or satellite offices (if any).

Event Management

• Support the Provincial Finance Coordinator in undertaking financial administration as requested.
• Support the Provincial Finance Coordinator on developing events-based budgeting on the approved ToR.
• Work closely with the Provincial Finance Coordinator to undertake periodic internal quality audits as required.
• Participate in internal quality audits and address recommendations for improvement.
• Liaise with the SKALA Travel Coordinator to ensure travel bookings are made in a timely manner as required.
• Make logistical arrangements within the province for staff and other stakeholders travelling within/to the province.

Procurement

• Coordinate procurement process such as obtained quotations and summary bidding and work closely with the procurement team in Jakarta office.
• Develop preferred the province supplier lists by working with the procurement team in Jakarta for various goods and services and undertake small scale procurement.

Other Duties:

• Comply with DFAT, DT Global and SKALA policies on gender, disability, fraud and anticorruption, child protection, PSEAH and the environment.
• Ensure compliance and adherence to various operational policies, guidelines and manuals issued by DT Global and SKALA.
• Proactively identify and report risks and manage risks within your level of accountability.
• Undertake other duties as required by the Program.

Job Requirements

• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work may require long, and flexible hours as needed, travel is based on the need.

Relationship Management

This position reports to the Provincial Lead and will work closely and effectively with a range of stakeholders, including Procurement and Admin unit, Finance Jakarta team, Program staff and other external service providers.

Selection Criteria

Essential

1. University degree or Diploma.
2. At least 5 years of work experience in administration or office management.
3. Experience working in the development sector. Preferably DFAT/donor funded program.
4. Experience in using Microsoft Office (Word, Excel, Powerpoint).
5. Must have the ability to work effectively in a fast-paced environment.
6. Must be flexible, willing to perform other duties and work irregular hours.
7. Has initiative and problem-solving skills.
8. Able to communicate fluently and effectively in Bahasa Indonesia and English (preferable).

Remuneration
Successful Indonesian nationals will be engaged under a national contract in IDR and will be subject to Indonesian employment regulations and tax obligations.

HOW TO APPLY

Click the ‘Apply Now’ button.

Please submit

1) Your CV

2) A cover letter addressing the selection criteria

3) Two names and contact details of referees

  
APPLICATIONS CLOSE – 15^th September 2023. 5 PM Jakarta Time.

Should this role be of interest, we encourage you to apply as soon as possible.  Kindly note only shortlisted applicants will be contacted.