Travel Officer

Location Jakarta, Indonesia
APPLICATIONS CLOSE – 27^th March 2024, 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 19 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

SKALA is implemented at the national level with an office in Jakarta and at the subnational level with offices in Aceh, Nusa Tenggara Barat, Nusa Tenggara Timur, Maluku, Gorontalo, Kalimantan Utara, Tanah Papua. In addition to the 3 pillars, SKALA works across 4 general themes of Public Financial Management, Minimum Service Standards, Data and Analysis and GEDSI.

About DT Global
DT Global is shaping a future where sustainable development and innovation empower individuals, communities, and nations. We work in partnership with local stakeholders to foster inclusive prosperity, social equity, and environmental stewardship. Our global team of 2,500 staff and experts work in over 90 countries to solve complex problems in the peacebuilding, governance, economic development, environment, and human development sectors. With a track record of technical excellence and more than 60 years of international development experience and relationships, we deliver innovative solutions that transform lives.

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

The Role
The Travel Officer is responsible for supporting all aspects of work-related travel arrangements for employees within the organization. They will work closely with various units to ensure smooth and efficient travel logistics, adhering to SKALA policies.

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

https://tinyurl.com/2f9vvctp

About You

Specific Responsibilities

1. Coordinate with the Travel coordinator to book transportation (flights, trains, rental cars, etc.), accommodation, and other necessary arrangements for business travel.
2. Work closely with the Travel Coordinator and Office & WHS Sr. Manager to ensure that all travel arrangements comply with SKALA travel policies, including approval processes, preferred vendors, and budgetary guidelines.
3. Support the Travel Coordinator in processing Invoice submissions and processing of travel-related expenses, ensuring accuracy and adherence to SKALA policies.
4. Develop and maintain relationships with travel vendors, overview reports and overview day-to-day logistic support related to travel to ensure cost-effectiveness and quality of services.
5. Support the Travel Coordinator in maintaining documents related to the travel unit well documented in the shared folder. Maintain accurate records of travel bookings, expenses, and related documentation for reporting and auditing purposes.

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 need.

Relationship Management

This position reports to the Office and Work Health Safety Senior Manager and will work closely and effectively with the Travel Coordinator and a range of stakeholders, including all other program staff, the DT Global corporate team, and other external service providers.

Selection Criteria

1. A bachelor’s degree in business administration, transportation, logistics, tourism administration, fleet management or other hospitality-related fields of study is preferred.
2. Minimum of 1-2 years of experience in administration preferably familiar with travel coordination or related field.
3. Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.
4. Proficient in using MS Office – Word, Excel, PowerPoint and Outlook.
5. Excellent verbal and written communication skills, with the ability to interact professionally with employees at all levels of the organization.
6. Excellent communication skills in Bahasa Indonesia and minimum intermediate level skills in English.
7. Keen attention to detail and accuracy in managing travel arrangements and expense documentation.
8. Commitment to providing exceptional customer service to internal stakeholders, demonstrating responsiveness and professionalism.
9. Understanding of gender equality and social inclusion issues

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 essential selection criteria (maximum 2 pages)

APPLICATIONS CLOSE – 27^th March 2024, 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.