Procurement and Administrative Coordinator- Katalis Phase 2

Procurement and Administrative Coordinator- Katalis Phase 2

Program Overview

Palladium is in the business of making the world a better place, and we believe that collaborative models and systemic approaches are the way to achieve progress and success. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 2,500 employees operating in 90-plus countries, we help improve economies, societies, and, most importantly, people's lives.Palladium is part of the GISI Consulting Group, a company that unites some of the world's top project management and engineering consulting firms to innovate and accelerate solutions on a global scale.

KATALIS Phase II (2026-2031) is a partnership between the governments of Australia and Indonesia, funded by the Department of Foreign Affairs and Trade (DFAT), and implemented in collaboration with the Government of Indonesia. The program strengthens bilateral economic engagement under the Indonesia-Australia Comprehensive Economic Partnership Agreement (IACEPA) through two mutually reinforcing pillars:
Pillar 1: IACEPA institutional architecture & policy reform (secretariat and implementation support).
Pillar 2: Skills, Businesses & Inclusive Growth, including the KATALIS Phase II Business Partnership Fund (KBPF) to test, scale, and commercialise inclusive, climatesmart business models with Indonesian SMEs and Australian partners.

Purpose of the Position
The Procurement and Administrative Coordinator provides critical operational support to the Contract and Procurement Manager. This role manages the end-to-end procurement of specialized technical services-including for Knowledge Management and Communication (KMC) and oversees quality assurance of administrative systems. The Coordinator ensures that all administrative and procurement activities are completed efficiently to enable the technical team to achieve the program's objectives.

Primary Responsibilities
Under the direction of the Contract and Procurement Manager, the Coordinator will:

1. KMC & General Procurement Support
- Specialized Sourcing: Lead the procurement and selection process for KMC-related service providers, including photographers, multimedia/audiovisual specialists, notetakers, editors, graphic designers, and interpreters/translators.
- Technical Compliance: Ensure all KMC and general service procurements follow the Value for Money (VfM) principles and KATALIS Phase II operations manuals.
- Contract Administration: Coordinate with the Manager to draft and manage service agreements, ensuring all internal authorizations and Delegations of Authority (DOA) are properly documented.

2. Office Management & Logistics
- Daily Operations: Manage day-to-day office functions, including the allocation of desk space, office supplies, furniture maintenance, and the scheduling of conference rooms.
- Travel & Logistics: Develops travel policies & reviews cost-effectiveness.
- Event Support: Provide operational support for the preparation of internal project meetings, workshops, and high-level events.

3. Assets & Formalities Management
- Asset Management: Assist Operation Lead to manages the Asset Registry & Audit preparation
- Working Formalities: Manage the processing of Temporary Working Permits (KITAS), Business Visas, and Accreditation Letters for Long-Term Advisers and international staff.
- Asset Disposal: Coordinate the handover or disposal of assets in accordance with DFAT and Palladium guidelines as required.

4. General Administration
Vendor Relationships: Maintain an updated database of qualified suppliers and manage lease agreements for the office and vehicles.

Other Duties
- Carry out other responsibilities as reasonably requested by the Operation Lead and consistent with the role's qualifications.
- Comply with, and advocate for, DFAT's policies in all aspects of implementation, including gender, disability, fraud and anti-corruption, PSEAH, child protection and environmental and social safeguards

• Secondary qualifications in a relevant discipline or an equivalent combination of relevant experience and/or education
• At least 10 years of relevant experience in administration and procurement, preferably within a donor-funded development program.

• Strong understanding of procurement processes and a track record in managing office logistics and working formalities (KITAS/Visas).
• Familiarity with the Government of Indonesia's Standar Biaya Masukan (SBM) framework for payments and allowances.
• High level of proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Proven ability to work flexibly under pressure and operate diplomatically in a multi-cultural environment.
• Excellent written and verbal communication skills in English and Bahasa Indonesia to effectively develop and write reports and undertake presentations for senior audiences, including DFAT, partner organisations and the broader development community
• Demonstrated commitment to equity, diversity and inclusion, particularly in a multi-cultural environment.
• Strong interpersonal skills with an ability to operate diplomatically and with cross-cultural sensitivity with government, private sector, and community stakeholders

The Procurement and Administrative Coordinator must comply with DFAT's PSEAH Policy, Child Protection Policy, Fraud Control Framework, and Palladium's Code of Conduct.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Women are encouraged to apply.

KATALIS PHASE II has zero tolerance for child abuse and exploitation. All successful candidates will be required to adhere to our Child Protection Policy and will be subject to background checks as a condition of employment.

Application closes on 26 April 2026 at 23:59 Jakarta Time