MENTARI - Administrative Assistant

MENTARI - Administrative Assistant

Project Overview and Role:

Background

Palladium is appointed by the UK Foreign and Commonwealth Office (FCO) to manage the Mentari Programme (a UK-Indonesia Low Carbon Energy Partnership) in Indonesia, in consortium with Hivos, Castlerock Consulting and Economic Consulting Associates.

Mentari is a six-year programme that started in January 2020 and aims to deliver inclusive economic growth and poverty reduction in Indonesia, by supporting the uptake of low carbon energy. The programme has a specific focus on developing the low carbon energy sector to best support disadvantaged communities, and specifically those in eastern Indonesia. By working closely with the Government of Indonesia and other stakeholders to improve the enabling environment and increase the flow of investments in the clean energy sector, MENTARI will demonstrate the possibilities of low carbon energy for Indonesias economic development, job creation and social inclusion, while helping to mitigate climate and environmental impacts.

The programme has four main workstreams: 1) Policy, 2) Brokerage, 3) Demonstration Projects and 4) Collaborating and Networking. Each workstream is led by a Technical Workstream Lead. The Mentari teams consists of 20 full-time Indonesian staff, supported by the Palladium Senior Responsible Officer (SRO), three consortium Co-Directors, and corporate Palladium staff based in Europe.

Purpose of Assignment

The Administrative Assistant will be engaged to provide administrative and operational support to the MENTARI programme,

undertaking the specific duties assigned by the Chief Operating Officer (COO) and not limited to the wider MENTARI team.

Primary Duties and Responsibilities:

Under the direction of Chief Operating Officer and close cooperation with Operations team the the Administrative Assistant will be responsible for:

Programme Support:

• Provide operational support to the Strands when required.
• Serve as a liaison point between the Jakarta-based and Sumba-based teams when required, ensuring smooth flow of information, in particular for logistical or operational coordination.
• Support the Operation team in ensuring accurate and efficient management of correspondence, and program documents including Terms of References, finance and procurement documents, invitations, files, records, and databases of contacts in relation to various counterparts, government officials, and consultants.
• When required, and in collaboration with the legal and procurement coordinator, support the procurement of goods and/or services related to events with any external parties, such as workshops and meetings, including but not limited to contact with catering, event organizer, and other suppliers involved.
• Organizes team meetings and programme events, including the preparation and distribution of documents and providing the necessary technical devices.
• Assist in administrative, HR and procurement related work.

Administrative Support:

1. Assist in the administration of human resources functions such as recruitment of programme staff (posting job ads and vacancies; screening resumes administering tests, scheduling appointments, etc), assist in orientation of new staff (setting up designated workstation, computer logins, email address, etc.).

2. Managing programme email accounts and the calendar of MENTARI wider group appointments, MENTARI events and public holidays – including between different partner organisations.

3. In extraordinary cases, prepare notes and minutes of meetings only for meetings that are requested by the TL and COO directly and finalise the draft for circulation to the meeting participants.

4. When required, provide logistics and operational support to visiting consultants and program visitors, including travel itineraries and agenda; reservation of flights, accommodation, and local transport; travel request; visa(s)and briefing package.

5. Provide purchase support and coordination for materials such as printing reports, distribution, and procurement of office equipment to the team.

6. Maintaining the Mentari asset registry data and conducting quarterly physical checks on assets to update the asset registry.

Events and Travel Management:

1. Support all strands in coordination with CCBN if required in organising programme events and meetings, coordinate inputs from the team and subcontractors, and oversee operational arrangements (travel plans, travel itineraries, and agendas); reservation of flights and accommodations; resource persons data sheet.

2. Work closely with other members from the Operations and Strand teams to ensure that activity arrangements are prepared in a timely manner and in compliance with Palladium and FCDO regulations and policies.

3. Research and book meeting venues and conference facilities for program events.

4. Manage the process for issuing visas for long-term expatriate employees, in coordination with relevant government ministries, and manage the visa tracking sheet to ensure all necessary visas and permits are approved and obtained before the expiration dates.

Finance:

1. 1. Support in compiling the forecast based on the project calendar – especially for programme activities, events, and travel arrangements.

2. 2. Receive and manage invoices from vendors to ensure timely payment by the project.

3. 3. Liaise with the vendor, subcontractors to ensure that documents for all payment transactions have appropriate documentation and approvals obtained and assist with any queries as needed.

4. 4. Prepare supporting documentation for all payment transactions including but not limited to PAF (Payment Approval Form). Ensure that appropriate documentation and approvals are obtained.

Other duties as may be reasonably required by the Chief Operating Officer consistent with the incumbent’s qualifications and experience.

Required Qualifications:

The Administrative Assistant is required to possess the following qualifications and experience:

• A Bachelor’s Degree in any relevant field;
• Relevant work experience in development projects, especially in support functions of large-scale organisations;
• Prior experience in operations or project management is desirable;
• Demonstrated experience in administration and event logistics management, especially in support function of large scale of international organisation;
• Experience in finance is an advantage but not essential;
• Familiar on travel arrangements including and not limited to flight, hotel & car rental reservations;
• High level proficiency in Word, Excel, PowerPoint and web browsers;
• Good interpersonal and communication skills including in a cross-cultural context;
• Fluent in Bahasa Indonesia and proficiency in English.

Company Overview:

About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the worlds most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, peoples lives.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.