POSITION INFORMATION
Background
The Asia Foundation is awarded a contract by USAID to implement ERAT (Tata Kelola PemERintahan yang Efektif, Efisien, dan KuAT or Effective, Efficient and Strong Government) in January 2022. The program will be implemented in the following four years in six provinces in Indonesia: North Sumatra, Banten, East Java, West Kalimantan, South Sulawesi, and East Nusa Tenggara, covering five districts in each province. The goal of ERAT is for the citizens of Indonesia to benefit from effective local government by increasing the quality of policy implementation and service delivery at the subnational level. The goal will be achieved through three interrelated intermediate results (IRs): (1) coherence between national and subnational policies strengthened; (2) performance of local service delivery enhanced; and (3) local budget allocation and execution improved.
USAID ERAT supports the Government of Indonesia to improve monitoring and evaluation (M&E) systems at the national and provincial levels to improve performance-based (non-fiscal and fiscal) incentive systems. Improved M&E system will also allow improvement of analysis of data and information to formulate better policies and programs to support subnational governments to provide public service delivery. The program promotes peer learning among subnational governments to improve the quality of governance and public service delivery. ERAT emphasizes collaborative governance in improving public service delivery – among different levels of government, among various sectors, and among various stakeholders, including the private sector and civil society organizations (CSOs). To allow broader participation of the communities, CSOs, and the private sector, ERAT supports improvement of access to information and various channels of public participation, including complaint handling mechanisms. Private sector engagement in public service provision that is based on mutual benefits is emphasized in the program. ERAT supports improvement of subnational budget allocation and execution to improve the quality of spending to improve access to and quality of public service delivery. The program promotes gender equality and social inclusion mainstreaming in local policies, programs, and budgets, as well as in the program implementation.
Roles and Responsibilities
The Provincial Contract and Administration Assistant (PCAA) will be based in the provincial capital of ERAT-supported province. S/he will be responsible for logistical, administrative, and financial aspects of program activities. The PCAA will be managing program files, drafting letters, and handling contacts with provincial and local government offices, provincial ERAT subcontractors, and other stakeholders. S/he will also be responsible for organizing meetings, workshops, training, and other program related events. The PCAA will be responsible in monitoring and reviewing financial reports and supporting documents of subcontracts/grants under contract implemented in the province. In addition, s/he will assist the IDIQ Finance Director in ensuring that all financial documentations are in place for auditing purpose.
Detailed tasks:
1. Contract/Grants/Finance Administration:
- Monitor financial reporting and compliance of subcontracts/grants under contract implemented in the province;
- Review/conduct sample checking of subcontractor/grantee financial reports on completeness, accuracy, and compliance;
- Prepare financial report review notes for Grants and Contracts Officer (GCO) to finalize and represent the team to communicate to subcontractors/grantees when needed;
- Close coordination with the GCO on subcontract/grant status, especially for findings needs a follow up action such as lack of supporting documents and subcontractors/grantees internal control weaknesses issues;
- Assist the GCO on subcontractor/grantee proposal and budget review in verifying reasonable cost estimation reflecting value for money; and
- Work the GCO ensuring subcontracts and grants related data and information are updated into project's Grant/Contract Tracking System in timely manner.
2. Office Administration:
- Under supervision of Provincial Coordinator (PC), administers correspondences and office filing system, in hardcopies and online;
- In coordination with the PC and Provincial Government providing office space, ensuring the cleanliness and good appearances of ERAT provincial office space;
- In coordination with the PC and the Provincial Government, manages repairs and maintenance for office space, equipment and other assets, and ensuring uninterrupted service;
- Maintain records of all purchases made and ensure proper documentation of handover of items to the users;
- Manage distribution of office supplies and stock control;
- Assist PC oversee day-to-day operation of utilities, stationeries, transportation, and meeting arrangement.
3. Other Assignments:
· Attend to other duties and responsibilities assigned by the Provincial Coordinator and ERAT Finance Director.
Reporting
The Provincial Contract and Administration Assistant will report to ERAT Provincial Coordinator and ERAT Finance Director. S/he will work closely with ERAT Program Assistants (PAs) and ERAT Grants and Contracts Officers (GCOs) based in Jakarta.
Qualifications
- Bachelor's degree, or equivalent, in administration, management, finance and accounting, or other related subject.
- Minimum of 4 years of working experience in the field of office/project administration, grants/contract, finance, and accounting. Experience in working with international donor-funded project, particularly USAID, will be an advantage;
- Proficiency in Microsoft Office (MS-Excel, Word and Power Point). Knowledge on accounting software will be an advantage;
- Excellent communication skills in Bahasa Indonesia, verbally and written. English proficiency will be an advantage;
- Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data;
- Adaptive to work in a team, proven ability to work independently and managing time effectively;
- Proven interpersonal skills in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; and
- Able to work in tight deadlines and adapt quickly to changing environment.
HOW TO APPLY
Applicants should submit their application to id.hr@asiafoundation.org by February 14, 2021 at 05:00 PM Jakarta time. Please write "ERAT Provincial Contract and Administration Assistant – [province name]" in the subject of the e-mail. The application should include (i) a cover letter, (ii) CV or Statement of Qualifications which summarizes the applicant's suitability for the position based on the above qualification criteria.
ONLY SHORTLISTED CANDIDATE WILL BE CONTACTED
THE ASIA FOUNDATION IS AN EQUAL OPPORTUNITIES EMPLOYER. WOMEN AND MINORITIES ARE STRONGLY ENCOURAGED TO APPLY.
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