AIPDRM II Administrative Assistant Jakarta

AIP-DRM II Administrative Assistant Jakarta

Program Overview

The Australia-Indonesia Partnership in Disaster Risk Management (SIAP SIAGA) is funded by the Australian Governments aid program and implemented in cooperation with the Indonesian government. Initially designed as a five-year program (2019-2024), it has been extended for two years (2025-2027). The Program builds on previous achievements to improve Indonesias ability to prevent, prepare for, respond to, and recover from disasters, while strengthening cooperation between Australia and Indonesia on regional humanitarian issues. In Phase 2, SIAP SIAGA will further promote the implementation of GEDSI principles and converge Climate Change Adaptation (CCA), Disaster Risk Reduction (DRR), and Sustainable Development Goals (SDGs) into Disaster Resilient Village (DRV) execution. To achieve its outcomes and goal, the SIAP SIAGA seeks to produce the following intermediate outcomes:

1. Improved coherence of the disaster management system, including workflows and decision-making processes.

2. Intergovernmental clarity on ways of working and protocols are improved to support effective disaster management at all levels of governments and in communities.

3. Improve quality of information and analysis for targeted communications within government and with the public at large.

The SIAP SIAGA program is implemented at the regional, national and sub-national levels through collaboration mainly with the National Disaster Management Authority of Indonesia (BNPB) and other government ministries such as the Ministry of Home Affairs (MoHA), the Ministry of Social Affairs (MoSA), the National Development Planning Board (BAPPENAS), the Coordinating Ministry of Human Development and Culture (Kemenko PMK), the Ministry of Foreign Affairs (MoFA), sub-national disaster management authorities (BPBD) and other local government agencies as well as with civil society organizations (CSOs), and donor agencies. In addition to the work at national levels and with the wider region the SIAP SIAGA program operates across several provinces in Indonesia, where its work includes a significant focus on understanding and improving the intensity and quality of gender and inclusion mainstreaming in disaster management. Target provinces are Bali, East Java, Nusa Tenggara Timur, and Nusa Tenggara Barat.

The Administrative Assistant is supporting SIAP SIAGA 2 Jakarta team under direction of HR & Procurement Coordinator with administrative support and ensure compliance to the company policies and regulation

The Administrative Assistant will provide high-level administrative and procurement support to the SIAP SIAGA Jakarta Team, carrying out specific duties assigned by the HR and Procurement Coordinator and the Grant and Operations Manager. This is a fixed-term contract for an initial period of one year, with the possibility of extension based on program needs and DFATs approval of the project activity work plan.

Role and Responsibilities

Under the direction of HR & Procurement Coordinator, the Administrative Assistant will:

1. Support logistics and operational (admin & procurement) for SIAP SIAGA 2 Jakarta team, such as arranging travel and accommodation bookings.

2. Managed taxi vouchers for Jakarta-based staff.

3. Provide administrative, procurement, and secretarial support for SIAP SIAGA 2 activities and operations in the Jakarta office .

4. Ensure that administrative and procurement processes are efficient and functioning properly.

5. Maintain and verify the completeness of all administrative supporting documents .

6. Ensure accurate and efficient management of softcopy and hardcopy files, keeping records organized, compliant, and accountable while maintaining a proper filing system.

7. Assist the HR and Procurement Coordinator in drafting letters and processing international adviser visas

8. Perform other duties as reasonably required by HR & Procurement Coordinator and/or Grant & Operations Manager as directed.

Duration and location

The position contract period initially will be for 1(one) year with the possibility of extension based on budget, and depending on program needs and DFATs approval for the project activity work plan.

Key Relationships

• Reports to HR and Procurement Coordinator
• Coordinates closely with SIAP SIAGA 2 National Staff

Qualifications and Experience

• Indonesian national residing in Jabodetabek (no relocation will be provided).
• 1-2 years of experience in administration and logistics management (fresh graduates are welcome to apply).
• Experience supporting large-scale organizations in administrative and logistics functions .
• Strong ability to work with people from diverse backgrounds and a commitment to gender equality and social inclusion.
• Proven experience in administration, event logistics management, and procurement procedures.
• Proficient in using technology to support operational functions.
• Familiar with travel arrangements, including flight, hotel, and car rental reservations.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and web browsers.
• Strong interpersonal, negotiation, and problem-solving skills, especially in cross-cultural contexts.
• Fluent in Bahasa Indonesia and proficiency in English is preferred.

Application closed : 12 March 2025

Type of Contract : fixed-term contract 1(one) year Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.