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Technical Team Support Assistant, Indonesia

Date of Publication
Application Deadline
Company
Cowater International
Brief Description

KEY INFORMATION

Job Title: Technical Team Support Assistant, Indonesia
Sector: Gender Equality, Women’s Empowerment, Social Inclusion
Position Type: Full-Time
Duration/Level of Effort: Long-Term
Position Location: In-Person
 
SUMMARY OF THE PROJECT
 
The Australia-Indonesia Partnership Towards an Inclusive Society (AIPTIS), now referred to as INKLUSI, is a $75m, 5-year investment (2021-25) that will contribute to the broader development goal of No one is left behind – more marginalized people participate in and benefit from Indonesia’s socio-cultural economic, and political development
 
INKLUSI continues Australia’s support to Indonesia’s prosperity, building on advancements in the areas of gender equality and women’s empowerment, social inclusion, and civil society strengthening. This includes experience and lessons working in community-driven development, civil society programs, women’s empowerment, and inclusive development programs – most recently through MAMPU and Peduli. It also builds on decades of work by Indonesian CSOs and social movements, including the women’s movement to advance GEDSI. 
 
INKLUSI supports the shared policy priorities of GoI and GoA. It is aligned with Pillar One of the Indonesia- Australia Comprehensive Strategic Partnership, and the associated Plan of Action, which commits to cooperation to “address poverty and inequality, promote women's leadership and empowerment on disability-inclusive development; the Stability Pillar of the Australia-Indonesia COVID-19 Development Response Plan; and the Government of Indonesia (GoI) Medium-Term Development Plan (RPJMN IV 2020- 2024). AIPTIS supports the RPJMN agenda of “enhancing the quality and competitiveness of human resources”, and specifically the RPJMN’s Gender Equality and Women Empowerment policy and its Social Inclusion policy direction. It also supports Indonesia’s commitment to the Sustainable Development Goals (SDGs), and the call to “Leave no one behind” in development, while responding to the impacts of the COVID-19 pandemic, including the disproportionate socioeconomic impacts on women and communities experiencing marginalisation as well as the potential threats posed to civil society spaces. 
 
SUMMARY OF THE POSITION
 
Under the supervision of the Head of Operations and Grants, the Technical Team Support Assistant to the Technical Leads will be responsible for all the support tasks related to the GEDSI and Capacity Development and Sustainability Programmes.
 
These will include but may not be limited to

  1. All travel and hotel reservations necessary for effective travel management of the Technical Leads programmes. Duties includes arranging, managing and coordinating all aspects of program-field travel such as booking flights, ground transportation, hotel accommodations, car rental etc. Delivered in an effective and timely manner.
  2. Managing all zoom sessions and internal Teams meetings including scheduling, ensuring sessions are recorded and ensuring translation of transcripts are undertaken as needed.
  3. All scheduling and calendar management assistance for the GEDSI and CD/S Leads.

KEY RESPONSIBILITIES
 
Travel Arrangement
 
Coordinate travel arrangements for Technical Team and their related consultant, as follows:

  • With the assistance of the travel officer, the TTSA will be responsible for preparing the official travel such as hotel reservations, logistical support based on approved Travel Request submitted by traveller including confirmation of flights, ground transportation, and ensure that flights booked are in accordance with DFAT aircraft regulation.
  • Be the person in charge in dealing with travel agent
  • Follow up invoices from travel agent; update travel records regularly with all travel booking including invoices tracking, make sure all invoices received from travel agent are correct, in time, and submitted to Senior Accountant for payment process with complete supporting documents before the due date.
  • Prepare per diem calculator in MIS based on approved Travel Request and seek approval from Head of Operations and HoPP through MIS.
  • In coordination with Program Support Officer, to collect and check travel acquittal for its correctness and completeness of supporting document.

 Administration

  • Along with other INKLUSI assistants’ support, the TTSA will support arrangements for any Government meeting/workshop and other related issues such as budget preparation, approved ToR collection and Workshop Request Form completion, participants allowance/travel costs calculation and invitation arrangement in coordination with Program Support Officer,
  • In coordination with relevant Program Support Officer, TTSA will support planning/preparation of any INKLUSI big events/conferences
  • In coordination with Program Support Officer, TTSA will help to maintain and update AIPTIS workshop lists/records for outstanding payment/invoices
  • To assist during the absence of Travel and Administration Officer / Senior Executive Officer when necessary.

 Scheduling and Calendar Management

  • Manage Schedule and Calendar for Technical Team and ensure the new events schedules are in line with events already on their calendars as well as the calendars of any other invited members of INKLUSI.
  • Provide support to Technical Team’s meetings (offline or online) by arranging meeting date/time/rooms, contacting participants, taking notes, preparing minutes for distribution, and following up as needed on action points;

 Others

  • Deliver other assigned duties accurately and on a timely manner.
  • Perform other related duties as required

 JOB REQUIREMENTS
 
Education, Minimum Experience & Skills:

  • Bachelor's degree in any related field 
  • Minimum of 5 years’ work experience as an Administrative Officer, Administrator, or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problem-solving attitude
  • Excellent written and verbal communication skills
  • Attention to detail
  • The ability to multitask
  • Women and people with disabilities are encouraged to apply 
  • Fluent in English and Indonesian

APPLICATION PROCESS
 
Candidates are encouraged to apply by July 27, 2022 5.00pm Jakarta time/as soon as possible.
 
Application should be sent by email to: recruitment@inklusi.or.id. Please put “Application – Technical Team Support Assistant” in the email subject.
 
Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.
 
ABOUT US
 
With more than 35 years’ experience, Cowater International is a global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017. Headquartered in Ottawa, Canada, Cowater International also has corporate offices in Montreal, Quebec; London, United Kingdom; Nairobi, Kenya; and Brussels, Belgium, in addition to project offices in a wide variety of other locations across Northern and Sub-Saharan Africa, the Middle East, Latin America, the Caribbean and Asia.
 
We thank you for your interest in building a better tomorrow with Cowater International.