The Climate and Nature team at Oxford Policy Management is seeking a Project Administrator for an initial fixed-term contract of six months, with the possibility of extension in line with the five-year project duration. 

The position will be located in the Jakarta office

We are an international development consultancy working to improve lives through sustainable policy change in low- and middle-income countries. Our vision is for fair public policy that benefits both people and the planet.

Through our global network of offices, we work in partnership with national stakeholders and decision makers to research, design, implement and evaluate impactful public policy. We draw on our local and international sector experts to provide the very best evidence-based support. We deliver projects with expert knowledge and experience, and can be relied upon for excellence in all aspects of project delivery. We work collaboratively, with ambition, to help deliver impactful public policy that will bring about lasting change.

The Project Administrator is supporting the finance and administration of the ‘Consulting Services to Strengthen PLN’s capacity with regard to the implementation of international social and environmental standards’.

The specific responsibilities include:

Financial Management 

• Carry out daily project related activities with finance, accounting and tax. 
• Check all invoices, bills and expenses claims received from suppliers, staff and external consultants for correctness, completeness, and compliance.  
• Keep up to date invoice register and make sure all payments are processed in alignment with approval matrix guideline. 
• Prepare Payment Authorization Forms (PAF) with accurate coding of all Programme related payments within the agreed timeline upon receipt of invoice and submit to Programme Finance and Operations Manager for review and further process.   
• In the absence of FOO, entry payment transaction in banking system and send notification including the supporting documents and files to the bank approvers. 
• Regularly update all project expenses and receipts are scanned and kept properly for Audit trail. 
• Be responsible for reconciliation of the project suppliers advance accounts on a timely manner. 
• Set up new suppliers in line with OPM Process on internal systems. 
• Assist Programme Finance & Operations Manager and Programme Manager to prepare monthly fund request, and submit to Country Finance & Operations Manager upon approval. 
• Assist the Programme team for any Programme audits, should they arise 

Operations and Logistics Support 

• Provide travels and logistical support – including (but not limited to) booking travel, accommodation, arranging drivers, and assisting with obtaining visas for Programme staff members, program team members and visitors. 
• Support and co-ordination including organizing workshops, seminars and training events and as assigned by the Programme Manager. 
• Assist project procurement processes such as sourcing of suppliers, call of quotations. 
• Assist the process of obtaining Due Diligence clearance for suppliers and subcontractors.  
• Arrange both domestic and international travels for Project staff and consultants in conjunction with Spearfish and OPM’s security and travel policies. 
• Ensure all the in-country travelers for the Programme have followed the travel security process prior to the travel taking place. Obtain necessary documents for project and office teams as necessary. 
• Archive documents, answer calls, and support relations with contractors in Programme Office. 
• Assist in maintaining assets register for the assets procured under Programme and report monthly to OPM UK
• Provide operation and logistics related support as requested by Line manager

• Pre-existing right to work in Indonesia, based in Jakarta or in its vicinity (no relocation payments available).
• Bachelor’s degree (S1) in business administration/general management is preferable. 
• Have minimum 5 years’ experience on handling finance and administration tasks, such as reserving flights and accommodation, finding and liaising with vendors, etc. 
• Sound knowledge of finance principles, tax compliance is preferable. 
• Willingness to work on a tight schedule and meet essential deadlines, and across different time zones.  
• Excellent numeracy, computer skills especially on Microsoft Excel skill is a must and knowledge on usage of web-based software is beneficial. Key attention to details and accuracy is must.  
• Good English language skills, both spoken and written and know how to communicate well with the team. 
• Enthusiasm, drive, presence and self-motivation. 
• Ability to work co-operatively and confidently with all stakeholders. 
• Must possess good attitude and ethical behaviors in dealing with all stakeholders. 
• Commitment to work following OPM’s values: The way we work together, to deliver this mission, is characterized by our core values of: collaboration and mutual support; integrity and respect; trust, empowerment and accountability 

• We enable colleagues’ capacity to grow professionally through enhanced learning resources, opportunities to work cross functionally, and space to engage with a range of internal and external industry events.
• Our non-hierarchical culture values support, collaboration, intellectual curiosity, and a rich diversity of perspectives.
• We provide an exceptionally generous annual leave entitlement and a hybrid working model to encourage and enable healthy work/life balance.
• Wellbeing resources including a global Employee Assistance Programme and access to the UnMind app.
• Competitive salary and contributory pension scheme.

We are strengthened by the diversity of colleagues across our global business and are committed to being an equal opportunities employer, promoting a diverse and inclusive workplace for all. 

Our recruitment practices reflect our ambition to make the international development sector more inclusive and firm belief that our work delivers the best outcomes when we actively include a diversity of perspectives and experiences. 

If you share our vision for fair public policy that benefits both people and planet, we would love to hear from you. 

Please submit your application through our careers’ site by the closing date OR We review and interview applicants on a rolling basis and encourage you to apply by way of CV via our careers site at the earliest. 

We may close this advertisement before the published closing date, should a suitable candidate be identified.

Unfortunately, we are unable to provide visa sponsorship for this role and candidates must have a pre-existing right to work in Indonesia for their application to be considered.

Oxford Policy Management is committed to promoting equity, diversity, and inclusion at every level of the business.  Should you require adjustments to make the application process more accessible please inform us through completing this form or scan the QR code below.