Administrative and Operations Officer for Bappenas Secretariat

The Role
Under the Subsidiary Arrangement between the Governments of Indonesia and Australia, AIPJ3 supports GOI in achieving justice and security reforms aligned with shared policy priorities. To ensure AIPJ3’s smooth implementation, effective coordination, and accountable administration, a Bappenas Secretariat will be established, staffed by professional experts in program management, administration, and technical support. The secretariat's main objectives are to comprehensively coordinate the program's implementation, including grant administration for CSO partners, monitoring, and evaluation, while facilitating coordination between Bappenas and the relevant line ministries and agencies, CSO partners, and AIPJ3 team.

The Administrative and Operations Officer plays a vital role in strengthening the Partnership by supporting day-to-day operational and administrative functions of the Secretariat. The role is responsible for assisting in the overall logistics and supporting the liaison function for AIPJ3 activities, including organizing key events such as the Partnership Board Meeting and the Partnership Management Committee. The role ensures compliance with GoI’s financial and administrative requirements, particularly supporting the BAST (Berita Acara Serah Terima) mechanism, including its registration within the Ministry of Finance system. The role also facilitates coordination with Bappenas and other relevant institutions to support VAT restitution and exemption processes for AIPJ3, while contributing to the development of strategic partnerships in line with AIPJ3’s goals.

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Specific Responsibilities

• Support the planning and delivery of key governance events including the Partnership Board Meeting, Partnership Management Committee, and other high-level forums.
• Manage event logistics, liaise with protocol staff, prepare invitations, coordinate materials, and support meeting documentation including agendas, minutes, and follow-up actions.
• Coordinate the registration of BAST documentation into the Ministry of Finance’s reporting systems and ensure compliance with all procedural and documentary requirements.
• Support the Government Relations and Program Coordinator in the implementation of the BAST reporting mechanism for AIPJ3 in line with GOI regulations, including ensuring completeness, accuracy, and timeliness of submissions.
• Support the socialisation of the BAST mechanism and its requirements to relevant GOI and GOA stakeholders, providing guidance and follow-up support as needed.
• Assist in coordinating Bappenas-led activities funded under the AIPJ3 Partnership Development Fund, ensuring logistical and administrative requirements are met.
• Facilitate coordination with Bappenas and other relevant institutions to support VAT restitution and exemption processes for AIPJ3.
• Support efforts to cultivate and maintain effective partnerships with GOI institutions, CSOs, and other program stakeholders in line with AIPJ3’s strategic direction.
• Perform other relevant and reasonable duties and responsibilities as requested by the Bappenas Director and AIPJ3 Partnerships and Operations Lead.

Essential Experience and Knowledge

• Minimum Diploma in management, administration, communications, finance, or a related field;
• Minimum 1 year of experience providing operational and administrative support in a government agency, international development program, or donor-funded initiative;
• Demonstrated understanding of GoI compliance processes, particularly BAST registration and reporting, KITAS and VAT exemption processing, and understanding of GoI systems and protocols;
• Experience planning, organising, and supporting high-level meetings or public events, including managing logistics, protocol coordination, and documentation;
• Understanding and proficiency in financial and project management systems and procedures;
• Demonstrated ability to propose possible resolutions to complex administrative processes;
• Interpersonal and communication skills in English and Indonesian.

Desirable

• Understanding of Indonesian legal reform and security issues.
• Ability to work in a multicultural environment with respect for diversity.
• Ability to network and collaborate with other stakeholders.