Program Administrative Officer – ZCRA Program (Code: 044-PAO- ZCRA)
Program Summary
The climate challenge: The climate has changed and will continue to change, already having a disastrous impact on people and posing a long-term threat to human well being. The impacts of this change are disproportionately felt by the most vulnerable across all parts of the world, particularly in rapidly urbanizing, but also in rural areas. The systemic nature of the problem and its urgency are unprecedented. Climate and weather-related events such as floods, storms and heatwaves impact 1.7 billion people.
The problem statement: the programme has identified the following key challenges:
The resources needed to support communities to adapt to climate change and to cope with its consequences are inadequate and fragmented, and not reaching those most impacted by climate change.
There is a lack of investment in ex-ante risk reduction and adaptation measures to avert and minimize losses and damages.
There is a lack of coordination and collaboration across humanitarian, development and climate actors creating duplication and gaps.
There is limited knowledge of climate risks by communities and a lack of resilience building to these climate risks at local, national and international level.
Our vision as a joint Climate Resilience Alliance will be in the shape of a joint Theory of Change. The Alliance helps create, through multiple climate hazard resilience programming, a climate-resilient future where communities in different contexts – large and small, urban and rural - are adapted to a changing climate. We focus on those most vulnerable and most in need and enable them to thrive. We bring our evidence from ground-truthed programmes to scale to achieve systemic change.
What we want to achieve: We continue to seek transformative change at scale, building on our community programmes to influence policy and practice at the local, national and global level. We will call for funding and action that supports adaptation measures that are scalable and sustainable. We ensure resilience building and adaptation is mainstreamed across other humanitarian and development action. We will:
Implement community programming through the use of our established tools (the Climate Resilience Measurement for Communities - CRMC) ; and our Post Event Review Capability, PERC) in a targeted number of communities in select countries based on agreed criteria. We will achieve impact at scale by adding local or national advocacy, leveraging results for securing funding or other support to needed interventions, and undertaking relevant research
Supplement community work with knowledge production and research at the programming and country level including research or evidence that a) supports decision-making following application of the CRMC b) illustrates the problem (e.g. Lack of funding and action leading to losses and damages) and c) makes the case for appropriate interventions (EWS, locally led adaptation, etc.)
Create advocacy strategies to ensure local and national policy and practice supports climate resilience (both in those communities and nationwide – and laddering up to global)
Identify ways to ensure further integration of science/climate data in humanitarian and development work, and how they can support resilience building.
Our success is based on credible impact by community-driven programming, from which knowledge and evidence of good practice can be generated, which will help us provide the national or sub-national level advocacy to achieve the systemic change we have identified needs changing. Research will support us with the necessary in-country or global evidence. We both implement interventions ourselves and have a plan for creating intervention pipelines that can be invested into by other funders or by government.
Mercy Corps continues leading influence and advocacy of the Alliance, as well as implementing the programmes in Jordan, Indonesia and Nepal. In order to implement the programme in Indonesia, Mercy Corps will partner with Yayasan Mercy Corps Indonesia (YMCI) to implement Phase 3 Alliance Programme the funding will be provided from January 2024 to December 2027.
General Position Summary
The Program Administrative Officer is responsible for supporting the implementation of ZCRA Indonesia, under the supervision of the ZCRA Indonesia Program Manager. She/he will also manage all program-administrative matters for the field staff, guests, and consultants, as well as travel advances, operational cash advances, arrangements, and accommodations, drafting the budget for program activity, overseeing the program expenses, etc. She/he will also proceed the procurement needs, according to procurement guidelines, as requested by the program team. She will support ZCRA team members according to Mercy Corps minimum standards.
Essential Job Responsibilities
Collaborate closely with the other departments in Mercy Corps such as Finance, Procurement, Travel, HR, and other operation team to ensure the smooth process of the administration standard
Support the program team in general administrative support according to Mercy Corps Indonesia (MCI) guidelines and assist team members with information, tools, and resources to improve performance & reach objectives
Create and sustain a work environment of mutual respect where team members strive to achieve excellence and proactively ensure that team members operate in a secure environment and are aware of policies.
Support the Program in organizing all logistics for program-related events, meetings, workshops, training, and or mentoring. This includes identifying venues for training and accommodation, materials, arranging snacks and meals, managing consultants’ contracts, and other activities based on the program’s plan and guidance.
Ensure proper document filling of completed Purchase Requests, completion reports, payment requests and other related documents program records (hard and soft copies) of approved advances, proposed budgets, and record transaction
Support in the development of Regular Financial Report, in collaboration with MCI finance team
Maintain advance requests and payment requests and financial completion documents for all ZCRA events and activities.
Support the program team in handling and following up the procurement needs, in accordance with the Field Procurement Policies and Procedures (FP3).
Contribute to the development of partners’ MoUs and contracts & oversee an implementation program for program partners.
Contribute to and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
Maintain the program filing and documentation system, including maps, photos documentation/ management and media monitoring files, minutes of meeting, field documents/ assessment, training materials/ modules, contracts, agreements and other administrative/ logistics documents in coordination with the Program Team. Collect and catalog program resource materials.
Provide support in ensuring that Mercy Corps’ Program Management Minimum Standards based on the organization-wide guide are met.
Co-ordinate any other necessary administrative and office management details on behalf of the Program Manager
Work closely with Finance, Procurement, and other Operations Teams on the planning and processing
Take a proactive approach to constantly reviewing and improving the ZCRA administrative standards operational procedure or potential improvements to the program, and alignment with MCI Minimum Standards.
Deliver sound coordination and information sharing and accurate and timely reports.
Travel to field locations as required for program implementation and activity.
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps Indonesia and not jeopardize its humanitarian mission in Indonesia.
Knowledge and Experience
BA/S or equivalent in secretarial, public administration, or other relevant field.
3+ years of experience working in NGO related to development program resilience, program management in Indonesia, or other relevant field.
Experience working as part of a multi-disciplinary team.
Experience in networking, documentation, knowledge management, and development of information, education, and communication material for development, disaster management, and disaster response-related programs.
Strong communication skill is mandatory.
Fluency in English and Bahasa Indonesia, both written and spoken, is required.
Ability to multi-task, follow procedures, meet deadlines, and work independently and cooperatively with team members is essential.
Strong computer skills and familiarity with Microsoft Word and Excel are mandatory.
Candidate must be willing to travel regularly as needed.
Candidate must be willing to work when required during evenings and weekends for travel to and/or meetings with city networks
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps Indonesia is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis. As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).
Accountability to Participants and Stakeholders
Mercy Corps Indonesia team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.
How to Apply
Click Apply for this position button below to complete the application form and fill in the position code: “044-PAO- ZCRA”
The vacancy will be closed on 19 January 2025 and only shortlisted candidates will be contacted for interview. We look forward to hearing from those who are interested in taking this opportunity to grow and develop with us.
Thank You,
Human Resources Department
Mercy Corps Indonesia