AlamatPurpose of the Position:
The Office & Admin Officer provides a wide range of administrative support to the INOVASI program and staff, including, but not limited to the areas of office management, travel arrangements, and petty cash handling.
Duties: Under the direction of Office and Admin Coordinator, the Office & Admin Officer will:
Ensure all administration functions, processes, and system implementation in INOVASI office are in line with Palladium and Project’s manual, guidelines, and policies
Manage day to day maintenance of the office and its facilities, including ensuring an effective and safe working environment, coordinating security services for the building, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, IT support services;
Be the first point of contact for visitors to the INOVASI office, answer the office telephone and re-direct calls to the most appropriate person;
Provide logistics and operational support to visiting consultants and program visitors;
Be the focal point of INOVASI program travel; arrange travel, transport, and accommodation bookings for internal staff/consultants;
In close coordination with Activity Coordinator and team, provide administrative support to INOVASI program team when required, such as to arrange program meetings, trainings, events; travel arrangements, meeting package, event accommodation, car rental and catering;
Serve as petty cash custodian and preparing the petty cash report and submitting the request for its replenishment in timely manner,
Supervise the office helper/cleaner and drivers, including timekeeping, overtime and scheduling;
Maintain the INOVASI premises and oversee the office helper/cleaner to ensure rooms are clean, tidy and comfortable; also ensure that INOVASI premises environments are safe and comply with Workplace Health & Safety (WHS) guidelines,
Ensure that office procurement is compliant with Commonwealth Procurement Guidelines and Palladium policies, including obtaining competitive quotations for low level procurements, preparing evaluation documents and procurement records;
Maintain low level procurement archiving and ensure it is accurate and efficient;
Maintain asset registers; ensure that all new assets and asset movements are recorded, and that the office asset register and asset receipts & return register are always accurate and up to date;
Set up and maintain hard and soft copy filing system, ensuring that all important files are scanned and saved on SharePoint;
Ensure accurate and efficient management of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databases;
Setup and maintain INOVASI storage, library and filing;
Ensure all invoicing and payment related to INOVASI premises and admininstration function are tracked and submitted to finance team in a timely manner, ensure all supporting documents are complete; and support other areas of financial management as required;
Provide administrative support to INOVASI provincial administration staff, when required, including traveling to the provinces and offering on the job support if required.
Track administration budget if needed;
Provide input into the INOVASI Operations Manual and other program reports as required;
Other duties as may reasonably be required by the Office and Admin Coordinator consistent with the incumbent’s qualifications and experience.
