Job Vacancy at CWS Indonesia as Administration Officer

CWS Indonesia is an international relief, development, and refugee assistance agency that has
been operating in Indonesia for many years under an agreement with the Ministry of Social Affairs. CWS Indonesia is the field office of CWS, Inc., headquartered in New York. CWS assists the most vulnerable, regardless of their religion, race, ethnicity, or gender.
CWS is implementing a UNHCR-funded program in Jakarta and Bogorthat assists refugees
and asylum seekers to access basic services such as health care, and provides skills training and education programs.

CWS is now looking to fill the following position:
 
Administration Officer, Jakarta based – 1 person
Contract Duration : 11 months 
 
Requirements:
·         Degree in Administration/ Secretary/ Management or related field.
·         Experience working in INGO or International environment is beneficial
·         Two years of experience or more in administration field.  
·         Experience in managing meeting, workshop, traveling and scheduling (vehicles, staffs, etc)
·         Experience in handling documentation (reporting, medical records, leave records, etc)
·         Ability to work in a team and/or independently with minimum supervision and to handle multi tasking jobs.
·         Good communication skill in both spoken and written Bahasa Indonesia and English.
·         Ability to meet deadlines and prioritize workload
·         Good computer skills, including internet communication and various office applications (Microsoft Words, Excel and Power Point).
·         Willing to work extra hours if required.
·         Willing to travel/visit to project sites as
requested.
 
  

JOBSUMMARY: The Administration Officer position is required to support the administration and secretarial job of the office in service areas of Jakarta and Cipayung-Cisarua, Bogor. The Administration Officer will also assist the Program Manager and Officer Manager with all
correspondence and communication concerning the project. The position also
requires coordination/ communication with all CWS staff in service areas of Jakarta.  Ability to be flexible in working with refugees and as part of a team is essential.
 
RESPONSIBILITIES AND TASKS:
1.      Secretarial Job
·         Answer telephone and relay message to office staff
·         Receive and register incoming/outgoing facsimiles
·         Date and separate mails, and prepare mailings
·         Log and file correspondences as required
·         File office paperwork and other documents properly
·         Greet and provide hospitality to office’s guests 
·         Arrange domestic and international travel of CWS PURE staff and CWS PURE guests.
 
1. Management of Office Administration
 
·         Coordinate the use of office’s vehicles and
equipment 
·         Maintain record of office or shelters’ supplies/
office maintenance/ office inventory 
·         Assist in purchasing office’s equipment and
office’s supplies including shelters as requested
·         Assist in purchasing program materials as required 
·         Assist in checking office/ centre and shelter
buildings and equipment maintenance
·         Assist in coordinating office keys and security
·         Assist in preparing and organizing building,
shelters, center, vehicles and equipment’s insurance; vehicles’ licenses
·         Assist the refuges in emergency situation
(refugees’ hotel, hospitalization, etc) as required
·         Assist in preparing lease/ contract  for third
parties (housing, vehicles, shelters, suppliers, consultant and services) in
coordination with Office Manager 
·         Assist in managing support staff at office,
shelters and center in coordination with Office Manager 
·         Assist Office Manager, Program Manager, Deputy
Country Director in Administration related issue   
 
1. Personnel Administration
·         Assist in managing personnel administration, for
example, preparing attendance records, and leave requests, travel requests,
medical insurance claims and outpatient claims, overtime calculation in
coordination with the Office Manager & HR.
·         Handle properly insurance and benefits of staff
 
1. Communication and Coordination
·         Communicate
and coordinate with Program Manager and Office Manager on administration issue
·         Communicate and coordinate with Finance staff in
financial issues
·         Communicate and coordinate with IT Officer in IT
issues
·         Communicate and coordinate with all staff on daily
schedule and administration issues.
 
1. Others 
        Do
other tasks as requested by the Office Manager, Program Manager and Deputy
Country     Director.
  
Applications should include a cover letter, reflecting motivation; a CV,
Including two references; expected gross salary and contact number, the
latest on
14 February 2012Please send applications in MS Word format (maximum 200KB) to caroline@cwsindones ia.or.id