Program Administrative Officer (Code: 021-PAO-INVESTDM)
General Position Summary
The Program Administrative Officer (PAO) position will be based in Jakarta under the supervision of the INVEST DM 2.0 Operations Coordinator. The position will work closely with the Yayasan Mercy Corps Indonesia (YMCI) Finance, MEL Specialist and Government Liaison & Policy Advisor. The PAO will be responsible for general administrative arrangements, program team advance requests, support on BAST report preparation and VAT exemption processing and tasks to support the INVEST DM 2.0 program with a focus on the collection, organization, and management of program activity documentation, and supporting administrative tasks relating to Jakarta’s support of field operations.
Essential Job Responsibilities
Support the program team in the general administrative support, processing of procurement purchase request, direct purchases and financial completion reports for all INVEST DM 2.0 events and activities, according to Mercy Corps Indonesia (MCI) Procurement guidelines;
Arrange meeting packages, venue, meals meeting and other meeting support needs such as notetaker, interpreters, sign language interpreters and document translator for INVEST DM 2.0 program activities based on request.
Provide monthly operational cash advances of program activities, oversee daily expenses and review team’s travel advance requests and expense report form, in accordance with the YMCI financial field manual guidelines.
Manage office supplies, weekly logistical stock, and stationery for the program team at both Mercy Corps Indonesia and the INVEST DM 2.0 office at Badan Nasional Penanggulangan Bencana (BNPB) building.
Provide support of office/rental car arrangements, printing services, internet payments, monthly phone credits, and any other required support.
Maintain payment requests and financial completion documents for all INVEST DM 2.0 events and activities.
Work closely with YMCI Finance Department on the planning and processing of VAT Exemption requests for All-INVEST DM 2.0 as stipulated in the USAID Missions circular on the purchase of goods, services and works;
Ensure proper document filling of completed Purchase Requests, completion report, payment request and other related documents program records (hard and softcopies) of approved advances, proposed budgets and record transaction in a soft logbook database.
Maintain all other program filing and documentation related, including reports, maps, photos documentation/ management and media monitoring files.
Availability to work evenings, weekends or on holiday, as needed with a compensatory time-off as approved by the Operations Coordinator
Prepare a monthly activity report to be submitted by the end of each month
Assist with other tasks as assigned by the Operations Coordinator.
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Yayasan Mercy Corps Indonesia and to not jeopardize its humanitarian mission in Indonesia.
Assist Operations Coordinator and Talent Management Senior Officer, coordinate with YMCI Finance, Operation department and work collaboratively with the MEL Specialist, Government Liason and Policy Advisor, Outcome Managers, Specialists, GESI Specialist, Senior KMCR Specialist, and Senior Program Officer embed in the BNPB-USAID Secretariat in the collection, sorting and inputting of INVEST DM 2.0 past and planned activity costs required by USAID and for generating BNPB BAST reporting;
Knowledge and Experience
Entry level position with 3 years of experience is required. Financial experience is a must.
The candidate must have good communication skill, document/ report writing, adequate understanding and skills of English speaking and writing, as well as Bahasa Indonesia and finance background.
S/he should have pleasant personality, organized, efficient, proactive, flexible and able to work under pressure and with short deadlines when required. Proficiency in Microsoft Word, Excel and other computer program is a must.
Demonstrated attention to detail, meet deadlines, take initiative, anticipate, and solve problems.
Effective time management and organization skills including priority setting and responding to program needs.
Effective interpersonal communication skills including: Problem-solving skills, being proactive and taking initiative.
Having willingness to learn and strengthen his/her capacity with open-minded and creativity.
Success Factors
The ideal PAO candidate will be results and quality-oriented, with strong interpersonal skills and an ability to create and maintain effective working relationships with the INVEST DM 2.0 and YMCI teams. S/he will be creative, a self-starter, with flexibility, open-mindedness, and the ability to work in a team.
Living Conditions / Environmental Conditions
The position will be based in Jakarta. Some travel to the field may be required. All Yayasan Mercy Corps Indonesia members represent the agency both during and outside of work hours when deployed in a field position or on a visit/TDY to afield posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs, and Yayasan Mercy Corps Indonesia’s policies, procedures, and values at all times and in all in-country venues.
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 Indonesia 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. 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 elearning courses upon hire and on an annual basis.
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: “021-PAO-INVESTDM”
The vacancy will be closed on 19 May 2024 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