Lowongan Administrative Officer - General Office PRISMA, Surabaya

Administrative Officer - General Office
PRISMA, Surabaya

1. Background of the Project and Assignment
The Australia-Indonesia Partnership for Promoting Rural Incomes through Support for Markets in Agriculture (PRISMA) is a multi-year development program working to accelerate poverty reduction through inclusive economic growth..

PRISMA adopts a market systems development approach by partnering with key-stakeholders to improve agriculture market efficiency and sustainably benefit the poor. The program aims to achieve an income increase for a total of 1,000,000 smallholder farming households by 2023. It operates in six provinces of Central Java, East Java, West Nusa Tenggara (NTB), East Nusa Tenggara (NTT), West Papua, and Papua.

2. Purpose of the Position
The position is required to provide the  necessary formalities to allow Advisor staff to work and travel in Indonesia. Under  the  direction  of the  Operations  Manager,  the Administrative  Officer  (General  Office) will  assist Palladium in facilitating all necessary visa and work formalities as well  as undertaking general administrative tasks required to support the program..

3. Roles and Responsibilities

The Administrative Officer General Office will  undertake the following tasks:

Expatriate Formalities
Provide support and  assistance to the  Palladium  Corporate field  staff (Project  manager and  Associate)  in the following tasks:
Prepare  all  necessary documents  for the  application  of the  necessary visas, work permits,  and other legally required formalities necessary for the long-term Advisers as directed by Palladium Corporate staff.
Liaise with the agent appointed by Palladium to assist in processing all necessary formalities
Support  in  all  expatriate  formality  tracking  systems  to  ensure  all  documents  are  valid  and sufficient time is given for extensions as required
Apply for non-visa related formalities directly with the associated institution
Keep detailed log books of visits to relevant institutions
Notify the Operations  Manager,  Chief of Operations,  and relevant  Palladium  staff of any issues related to the preparation and administration of expatriate formalities
Managing  the  off-line   leave   tracking  for  Long-Term   Advisors,  including   inputting  of  leave information and advising Palladium Corporate of staff leave status for follow-up action
Getting sign-off of LTA timesheets with the CEO
Provide support in managing and liaising with  LTA regarding insurance registration and claims
General Administrative Tasks
Under the direction of the Operations Manager, provide support and assistance to the PRIS MA 2 Office in the following tasks:
Undertake general administrative duties for Invoice Management
Posting invoices from vendors in admin into the system
Coordinate  support  documents  for payment to AO  Event,   AO Procurement  and  Office Coordinator  for all invoices related event and procurement
Undertake  administration  support  for Admin  filing  System  specifically  for  procurement  and events including:
Ensure the filing system in admin is well structured
Coordinate  with  other admin  both  in  Surabaya  and  Provincial  office  for the  filing,  and ensure the files are properly saved in the server and in line with the PRISMA file structure
Updating structure file in Admin if any changes, and share it to the Admin team
Follow up to scan documents and file as required
Providing and analyzing data from Admin file based on request
Ensuring file system procurement, PO and Contract for exit strategy program
4. Key Selection Criteria

Essential skills and experience:

Minimum a Bachelors’ degree in a relevant field.
Minimum 5 years of experience in handling administration duties in an organisation of similar size and scale.
Experience in expatriates’ formalities
Understand how to maintain file system
Proven ability in handling multiple tasks effectively under heavy time and work pressure.
Proven ability to plan and manage schedules, files / database and working materials as well as to maintain confidentiality of documents and information.
Warm personality with strong communication and interpersonal skills to effectively deal with clients and stakeholders from diverse backgrounds.
Problem solver and Attention to detail
Fluency in English and Bahasa Indonesia.
Ability to work effectively with Microsoft Office applications.
Ability to work under pressure
Responsive
Proactive, creative and analytical thinking
Lobbying & Negotiation skills
5. Functional Relationships

The Administrative  Officer  is  part  of the  Program  Administration  Team and  reports  to the Operations Manager, and
Works closely with  Palladium Corporate team for PRISMA-2 on Expat Formalities
Ultimately is responsible to the Chief of Operations

6. Application

Application close on 31 August 2019

CV and Application

Read the full details and how to apply here Administrative Officer - General Office or if you have any difficulty to apply via website please submit your CV and application addressing the key selection criteria noted at Item 4 above.

Emails should be sent to recruitment@aip-prisma.or.id noting “Position - your name” in the email subject line.

Notes:

Curriculum Vitae to be no more than seven (7) A4 pages
Please include two (2) referees with your CV
Indonesian nationals and female candidates are encouraged to apply