Applications are invited for the above position in the ACIAR section of the Australian Embassy, Jakarta. The position is an on-going position with an immediate commencement date required.
The duties of the position and selection criteria are listed below. The successful applicant must meet the selection criteria as detailed below. Applicants should ensure their application includes comments on how they meet each selection criteria and should be no longer than three (3) typed A4 pages. Applicants should also include a copy of their curriculum vitae (resume), and details of two referees who may be contacted if necessary. Applications which do not address the selection criteria will not be considered for interview.
A monthly salary in the amount of IDR 13,547,373 will be offered to the successful applicant dependent upon qualifications, relevant experience and demonstrated skill.
Applications should be directed to Tanya Mahindria, Recruitment Officer at the following email address: jakartajobapplications@dfat.gov.au with subject:ACIAR – Administrative Officer by 14 June 2015 the latest. Please note that no phone call inquiries will be taken and only short-listed applicants will be notified.
Position Description
Agency: ACIAR
Position number: 2080002
Title: Administrative Officer (AO)
Classification: LE4
Division/Section: Indonesia
Reports to: Assistant Country Manager
Position number: 2080002
Title: Administrative Officer (AO)
Classification: LE4
Division/Section: Indonesia
Reports to: Assistant Country Manager
About the Australian Centre for International Agricultural Research (ACIAR)
ACIAR's office in Indonesia has the responsibilities for the effective delivery of the ACIAR program in Indonesia. The offices provide support to ACIAR-managed collaborative research and development partnerships through liaison, coordination, representation and administrative activities.
ACIAR's office in Indonesia has the responsibilities for the effective delivery of the ACIAR program in Indonesia. The offices provide support to ACIAR-managed collaborative research and development partnerships through liaison, coordination, representation and administrative activities.
ACIAR has a small team of local personnel (O-based) as part of the team to manage ACIAR's program in Indonesia. The office manages key government relationships with Indonesia’s research agencies, key donor relationships and interacts with ACIAR research program managers and commissioned and collaborating research organisations.
ACIAR’s headquarters are located in Canberra, Australia with eight regional/country offices in the Asia-Pacific and Africa. Further information on our current projects, programs and priorities can be found on our website at http://aciar.gov.au.
About the position
Under general direction from the Assistant Country Manager, the Administrative Officer (AO) primarily provides specialist program and administrative support for ACIAR programs and project partners so that the ACIAR program in Indonesia is streamlined and effective.
Under general direction from the Assistant Country Manager, the Administrative Officer (AO) primarily provides specialist program and administrative support for ACIAR programs and project partners so that the ACIAR program in Indonesia is streamlined and effective.
The key responsibilities include:
- Provide assistance in the day-to-day operational requirements of the office including monitoring and maintenance of office supplies and resources
- Provide program and administrative support and assistance to the country office, project teams and Canberra as required.
- Develop procedures and coordinate the administrative workflow, to ensure efficient and effective delivery of program activities.
- Maintain records and ensuring adherence and compliance with relevant policies and operational guidelines.
- Monitoring office budget, review and report on expenditure.
- Providing logistical and administrative support for official and project visits.
- Contributing to monthly reports for submission to ACIAR in Canberra by providing data that is current and accurate.
- Maintain relationships within the course of day to day activities with ACIAR stakeholders at post and our partner organisations.
Qualifications/Experience
- Tertiary qualifications (or equivalent experience) in administration and clerical duties, ideally with three years’ experience in these tasks
The Selection Criteria:
- Advanced proficiency in English and Indonesian languages
- Well-developed interpersonal skills and capacity to liaise with people at all levels
- Excellent forward planning, initiative, good judgement, flexibility, responsiveness and problem-solving skills to deal with operational issues
- Promptness and accuracy in preparation of documentation/payments
- Ability to work with little supervision and meet deadlines
- An ability to represent the team in a range of forums, committees and roles within the Mission and externally
- Demonstrated competence with Microsoft Office computer applications and familiar with or ability to learn DFAT finance system
- Demonstrated experience with arranging international and domestic commercial travel and accommodation bookings
- Ability to work as effectively as part of a team and contribute to good working relations within the Embassy, including supervision of staff
Desirable:
- An understanding of the structure and nature of Agriculture, Fisheries and Forestry agencies in the Indonesian Government
- Experience with managing international/national event
HOW TO APPLY
Step 1 - Prepare your Curriculum Vitae (CV) or Résumé
Prepare your CV or résumé in Microsoft Word or PDF format, at a minimum it should include:
- your employment history, including details of the dates, the organizations and a short description of the type of work you undertook that would be relevant to this position
- your educational qualifications, including the degree award or certificate title, the institution attended, the dates of study and country where you studied
- at least two referees who are familiar with your professional background (former supervisors preferable)
Step 2 – Prepare your response to the selection criteria
You may provide the response by downloading the form from here or use your own template.
Step 3 – Submit your Job Application by Sunday, 14 June 2015 the latest
You should email both documents to jakartajobapplications@dfat.gov.au
Please include ACIAR – Administrative Officer in the email subject field.
Helpful Hints in Applying
Please take your time in answering the questions and preparing your CV as our decision on who moves forward will be based on the information you provide. Please draw on experience you have gained from work, social or study situations to demonstrate your skills and complete all areas of the application.
- Only applications in English will be processed;
- Attach your documents, do not provide a link to access your application stored on a cloud storage;
- Unless requested, do not send any documents other than CV/résumé and your response to the selection criteria.
What Happens Next?
Once your application has been received and registered, our next step is to review the applications and select applicants to move forward to the next stage.
Due to the volume of applications normally received, DFAT generally do not notify applicants who have not been shortlisted. If you have not heard back from us after four weeks, you should assume that you have not been selected for the next stage.
We will only process applications that are sent through jakartajobapplications@dfat.gov.au
