E&s Project Administrator, Climate, Resilience and Sustainability

Overview:
The Climate, Resilience and Sustainability (CRS) team at Oxford Policy Management is currently seeking an **E&S Project Administrator** on a **6-month fixed term basis**, with the possibility to extend for up to 5 years.

The position will be located in our **Jakarta, Indonesia**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.

Position Summary:
The CRS team's work aims to safeguard ecosystems, ensure resource availability, curb environmental degradation, mitigate climate change and protect against disasters, helping to foster a resilient planet for current and future generations.

The E&S Project Administrator will be part of a project team in Indonesia delivering a programme of work that supports the country's ambitious energy transition plans over the next five years.

The Project Administrator will be responsible for supporting all aspects of project delivery administration to ensure that the programme is delivered to an excellent standard whilst meeting OPM’s professional standards/frameworks, client requirements, relevant industry regulations and ensuring effective governance.

**As an E&S Project Administrator at OPM you will support**:
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 the invoice register and make sure all payments are processed in alignment within approval matrix guidelines.
- Prepare Payment Authorisation Forms (PAF) with accurate coding of all programme related payments within the agreed timeline upon receipt of invoice and submit to the Programme Finance and Operations Manager for review and further process.
- In the absence of FOO, enter payment transactions in the banking system and send notifications, including the supporting documents and files, to the bank approvers.
- Regularly update all project expenses and ensure receipts are scanned and kept properly for the Audit trail.
- Be responsible for reconciliation of the project suppliers advance accounts in a timely manner.
- Set up new suppliers in line with OPM process on internal systems.
- Assist the Programme Finance & Operations Manager and Programme Manager to prepare monthly fund requests, 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 travel and logístical support - including (but not limited to) booking travel, accommodation, arranging drivers, and assisting with obtaining visas for programme staff members, programme team members and visitors.
- Provide support and co-ordination including organising workshops, seminars and training events, 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 OPM's travel security provider, and security and travel policies.
- Ensure all 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 the Programme Office.
- Assist in maintaining an assets register for the assets procured under the Programme and report monthly to OPM UK.

Key Qualifications / Experience / Skills / Behaviours:

- Possess a minimum of 5 years’ experience in handling finance and administration tasks, such as reserving flights and accommodation, finding and liaising with vendors, etc.
- Sound knowledge of finance principles and tax compliance is preferable.
- Willingness to work on a tight schedule and meet essential deadlines, and across different time zones.
- Excellent numeracy and computer skills, especially in Microsoft Excel, and knowledge on usage of web-based software is beneficial.
- Excellent attention to detail.
- Good English language skills, both spoken and written, with