Grant and Administrative Officer – PARTISIPASI Program

Project Context

KEMITRAAN is currently anticipating a funding opportunity from DFAT Australia called the PARTISIPASI Program, which focuses on democracy. This program is expected to launch in April 2026 with a budget of AUD 22.2 Million.

PARTISIPASI is an initiative designed as a continuation of the Democratic Resilience Pilot Program, aligned with the development priorities of both Indonesia and Australia. The program aims to strengthen democratic resilience and inclusive participation in Indonesia, with alignment to national development goals and long-term governance strategies.

To achieve these objectives, PARTISIPASI will engage strategic partners and stakeholders at both the national level (Jakarta) and across key subnational areas, including Aceh Province, South Sulawesi Province, and the Special Region of Yogyakarta. Program activities will focus on addressing challenges to democratic participation and enhancing the capacity of local actors to foster accountable, participatory governance.

KEMITRAAN – The Partnership for Governance Reform – with its proven experience in promoting good governance, transparency, and democratic strengthening across Indonesia, will play an active role in supporting PARTISIPASI. Through targeted capacity building, technical assistance, and stakeholder engagement, KEMITRAAN will contribute to achieving the program’s intended outcomes at both policy and community levels.

Under the direction and supervision of the designated supervisor, the Grant and Administrative Officer will provide essential support to the Grant Manager, Program Advisory Board, and Convenor Director. Responsibilities include administrative coordination, operational and logistical support, management of travel and events, and maintenance of reporting and documentation systems necessary for effective program delivery.

Key Functions and Tasks

Administrative coordination and document control

• During the inception period, develop and administer grant agreements with Core Group Partners
• General administration services: ensure administrative activities comply with KEMITRAAN and donor SOPs. Maintain calendars, respond to routine inquiries, and coordinate office workflows at the project site.
• Records management & filing: maintain coherent, up‑to‑date filing systems for all project administrative and financial documents. Use standardized indexes and version control to ensure traceability and retrieval.
• Correspondence and meeting documentation: draft routine correspondence, meeting minutes, and simple reports from notes or templates. Ensure timely circulation and proper archiving for audit readiness.
• Data collation for reporting: collect and organize administrative and financial data from consortium members . Prepare clean inputs to support consolidated monthly and quarterly reports.
• Stakeholder directories and engagement logs: maintain contact lists and distribution groups for project communications. Record engagement outcomes and follow‑ups alongside responsible persons and dates.
• Safeguarding of information: handle sensitive information with confidentiality and data protection good practice. Limit access to authorized personnel and maintain secure storage environments.

Procurement and logistics support

• Requisitions and specifications: prepare purchase requisitions and assist users in developing clear specifications or TORs. Ensure requests include coding, budgets, and delivery requirements before submission.
• Quotation and bid support: support quotation/bid processes, including scheduling, opening, and documentation in line with SOPs. Maintain impartiality, confidentiality, and complete records of evaluations.
• Purchase orders and delivery acceptance: assist in purchase order creation and match deliveries to orders and invoices. Prepare acceptance notes and coordinate with end‑users to confirm quality and quantity.
• Supplies and inventory basics: monitor office and equipment supplies and maintain simple stock logs. Signal replenishment needs to be addressed early to avoid implementation delays.
• Event & travel logistics: organize meetings, workshops, and training sessions, including venues, materials, and participant records. Arrange staff/partner travel and support the timely settlement of travel expense reports.
• Vendor liaison: maintain courteous, professional communications with vendors on documentation and delivery matters. Log commitments, due dates, and any performance issues for follow‑up.

Compliance, filing, and audit readiness

• Policy adherence: apply organizational and donor policies across admin, finance, and procurement tasks. Seek guidance when unsure and document approvals and exceptions.
• Voucher packs & indexing: assemble complete voucher packs with standardized indexing for easy retrieval. Cross‑reference to electronic archives and ensure consistency across copies.
• DQA & QA support: support data quality assessments and internal quality assurance spot checks. Implement corrective actions and document lessons for continuous improvement.
• Risk & issue logs: record finance/admin risks and issues, including aging advances or missing documents. Escalate persistent gaps and propose practical mitigations.
• Confidentiality & integrity: protect confidential data and avoid conflicts of interest in procurement and payments. Report potential concerns through appropriate channels.
• Close‑out readiness: support orderly archiving and asset/records handover for project close‑out. Ensure documentation meets audit and donor retention requirements.

Deliverables

• Monthly voucher packs & payment tracker: complete, indexed voucher sets for all payments with tax proofs where applicable, plus an updated tracker showing request‑to‑payment cycle times and bottlenecks.
• Cash‑flow and budget update inputs (monthly/quarterly): updated cash‑flow projections and budget change notes aligned with the latest commitments and activities, ready for Finance Manager consolidation.
• BvA extracts and variance notes (monthly): prepared line‑item extracts with reconciled totals and concise explanations for material variances, including agreed corrective follow‑ups.
• Procurement and logistics files (as due): requisition forms, bid/quotation records, evaluation notes, POs, delivery/acceptance notes, and event/travel files that are complete and audit‑ready.
• Meeting & training documentation: agendas, attendance lists, minutes, and materials for meetings/workshops/trainings, filed systematically for reference and audits.
• Close‑out archive checklist: a verified checklist confirming that administrative, financial, and procurement records meet retention, transfer, and audit requirements.

Key Performance Indicators (KPIs)

• Payment timeliness: ≥95% of approved, complete requests paid within 7 working days of receipt. This drives liquidity for vendors and activities and reduces follow‑up workload.
• Documentation completeness: 100% of voucher packs contain all required supporting documents and tax proofs; zero audit‑critical gaps. This safeguards compliance and reduces rework during reviews.
• BvA & reporting support: all monthly BvA extracts delivered by the internal deadline with reconciled totals; variance notes provided for deviations >10%. This underpins timely donor reporting and decision‑making.
• Procurement file integrity: 100% of procurement packages include requisition, quotes/bids, evaluation, PO/contract, and acceptance documentation. This ensures transparency and value‑for‑money assurance.
• Travel settlement cycle: ≥90% of travel advances liquidated within 5 working days after return with complete receipts. This reduces aging advances and strengthens cash management.

Competency

Core competencies

• Integrity and confidentiality: uphold KEMITRAAN values and handle financial/ personal data responsibly. Demonstrate reliability and ethical conduct in daily decisions.
• Planning and time management: prioritize tasks, meet deadlines, and maintain attention to detail under pressure. Anticipate information needs and prepare in advance.
• Client orientation and teamwork: provide responsive support to program teams, partners, and vendors. Collaborate across functions to solve problems constructively.
• Communication: present information clearly in writing and speech. Escalate issues with concise evidence and proposed next steps.
• Adaptability: quickly adjust to changing requirements and timelines. Maintain composure and service quality in dynamic field settings.

Technical competencies

• Accounting and payment processes: understand documentation, approvals, coding, and reconciliation steps for payments and advances. Applies basic tax/withholding rules as instructed.
• Procurement support and logistics: assist requisitions, quotations/bids, and acceptance documentation per SOPs. Organize events and travel with complete records.
• Document control and audit readiness: maintain standardized indexes and archives for rapid retrieval. Ensures files meet donor and audit standards with zero critical gaps.
• Digital tools and spreadsheets: use spreadsheets and shared repositories efficiently for finance/admin tasks. Applies basic data validation and version control to reduce errors.

Qualifications

Education

• Bachelor Degree in administration, finance, economics, accountancy, management.
• Minimum three (3) years of relevant professional experience, in grant administration, development assistance, or donor-funded programs; experience with international CSOs/NGOs is highly preferred.
• Demonstrated experience in grant administration and financial management, including payment processing, voucher preparation, and ensuring completeness and compliance of supporting documentation in line with donor and organizational requirements.
• Strong understanding of grant lifecycle management, including budgeting, contracting, disbursement, monitoring, and close-out processes.
• Proven experience in ensuring compliance with donor regulations (e.g., DFAT or similar), including documentation standards, eligibility of expenditures, and audit readiness.
• Hands-on experience in supporting procurement processes and coordinating with vendors, partners, and grantees in line with applicable policies.
• Experience in preparing and supporting financial and grant reports, as well as coordinating internal and external audits.
• Strong coordination and communication skills, with the ability to liaise effectively with internal teams, partners, and donors at both technical and administrative levels.
• High attention to detail, strong organizational skills, and ability to manage multiple grants and administrative processes simultaneously.

Languages

Fluent Bahasa Indonesia; professional working proficiency in English is mandatory.

How to Apply

Interested candidates are invited to submit their application, including a CV and cover letter outlining relevant experience, to the button below before April 7, 2026. Only shortlisted applicants will be contacted for further selection processes.

Lamar Sekarang