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

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Administration Officer

IDSS and Euroconsult Mott MacDonald, managing the Australian Government funded Indonesia Australia Forest Carbon Partnership (IAFCP) Facility based in Jakarta, seek a highly qualified Indonesian national candidate for the position of Administration Officer based in Jakarta.

The main role of the Administration Officer is to provide administrative support to IAFCP Jakarta staff, under the supervision and instruction of the Office Manager. The position will report to the IAFCP Office Manager

Qualifications and Experience:

3-5 years demonstrated experience in office administration and basic competency in word processing and the use of spreadsheets and databases. Certificate or degree in administration and/or finance would be an advantage.

It is expected that the Administration officer will be an Indonesian national and must an understanding of written and spoken English.

Terms of Reference:

Under the guidance and supervision of the IAFCP Office Manager provide day to day administrative support to IAFCP and PO including in:
· Maintain IAFCP Jakarta filing system and records and perform other routine administrative tasks;

· Storing, tracking, and responding to routine correspondence, as directed by the Office manager

· Order and maintain relevant office supplies and equipment, including for other IAFCP office, as directed by the Office Manager;

· Perform reception duties in and efficient, professional and courteous manner;

· Support the Office Manager to implement activities for the program including meetings, seminars, workshops, training, and travel requirements;

· Participate in meetings, conferences, and workshops as required, including the recording of minutes of meeting

· Assist the Office Manager in ensuring that all staff uphold and adhere to all relevant guidelines and procedures including the Procurement Guidelines and the Field Management Manual

· Other duties as identified in consultation with the Office Manager

If you think you might be up for the challange, please send your application to us at:recruitment@iafcp.or.id no later than 20 March 2011. Please include your salary history. Early applications are encouraged. Only shortlisted candidates will be notified. Contact the same address for further information.

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Vacancies at Ananda Marga Universal Relieff Team ( AMURT )

AMURT's ( Ananda Marga Universal Relief Team ) West Sumatera has the main focus for our Better World program ( Children for Better World, Mother for Better World and Teacher for Better World ) has been to provide a prolonged and practical training program for Early Childhood Development (ECD) teachers. Along with those programs, AMURT `s West Sumatera Project will continuos to build 6 PAUD ( Pre-school )at Kota Pariaman and Kab. Padang Pariaman.

The program is seeking a qualified person to fill a position for:
1.Construction Officer : 1 Person
Duty Station : Kota Pariaman and Kab. Padang Pariaman
Contract Durations : 6 (six) months
Start Date : Immediately
Job Descriptions in a glance : Supervise the construction site for 6 Pre-School ( PAUD ) Buildings ( for details descriptions will available when the applicants appointed ) She/he under supervise Construction Manager.

Qualifications/ experience :
- Graduated in university in technical (civil works, architecture) with an experience in humanitarian projects or other relevant fields
- Strong interpersonal skills; capacity to manage a multi-actors work relationship
- Outstanding oral and written skills in Bahasa and English
- Well organized and dynamic person of smart appearance
- Sound understanding of the functioning and rationales of humanitarian projects
- Mobility and versatility
- Good communication skill & leadership

2.Construction Assistant : 1 person
Duty Stations : Kota Pariaman and Kab. Padang Pariaman
Contract durations : 6 (six) months
Start Date : Immediately
Job Descriptions : Assists the Construction Officer for 6 Pre-School ( PAUD ) Buildings for details descriptions will available when the applicants appointed ) She/he is under the supervise of Construction Officer

Qualifications/ experience :
- Graduated in university / diploma degree in technical (civil, buildings, etc) with or without an experience in humanitarian projects or other relevant fields
- Strong interpersonal skills; capacity to manage a multi-actors work relationship
- Outstanding oral and written skills in Bahasa and Knowing English will be an advantage
- Well organized and dynamic person of smart appearance
- Sound understanding of the functioning and rationales of humanitarian projects
- Mobility and versatility
- Good communication skill & leadership

3.Administration Assistant for Construction : 1 person
Duty Station : Kota Pariaman and Kab. Padang Pariaman
Start Date : Immediately
Job Descriptions : Assists the Construction Team in regards of Administrative, Field Visit to locations (details descriptions will available when the applicants appointed)

Qualifications/ experience:
- Graduated in university / diploma in social sciences or other relevant fields
- Strong interpersonal skills; capacity to manage a multi-actors work relationship
- Outstanding oral and written skills in Bahasa, knowing English is an advantage
- Well organized, diplomacy and dynamic person of smart appearance
- Rigour & experience in team management
- Good communication skill & leadership

Woman applicant are encourage to apply. Interested candidates should send a Covering Letter with their CV and expecting salary to:
dadaraga11@gmail.com, cc to: anandaharipriya@yahoo.com, andry.sose@gmail.com. Closing date for this application is on Friday, February 25' 2011. Only shortlisted candidates will be notified.

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Vacancy - Adm, Finance & Logistics Assistant - Manado

International Organization for Migration (IOM) Indonesia is looking for Administrative, Finance & Logistics Assistant I according to the terms
of reference below. Interested applicants are invited to apply by
submitting their application to recruitment- indonesia@ iom.int
not later than 17th February
2011 indicating the reference code below. All candidates are kindly
requested to specify their availability date and three of their referees
in the application form. Please note that only short-listed candidates
will be contacted.

Reference Code : SVN/ID1/2011/ 003

Position Title : Administrative, Finance & Logistic
Assistant I

Duty Station : Manado, Indonesia

Classification : Employee, Grade 4

Type & Duration contract: Special All Inclusive Contract, three months
with the possibility of extension

Estimate Starting Date : Soon as Possible

General Functions:

Under the direct supervision of Senior Resources Management Officer
(SRMO) and Logistics & Procurement Officer in Jakarta and in close
coordination with National Resources Management Officer and Senior
Procurement and Logistic Assistant in Jakarta, the incumbent will manage
office administration, financial, logistical, procurement requirements
in support to the projects/programs being implemented from the Sub
Office. In particular he/she will:

1. In coordination with the Logistics and Procurement Officer,
undertake local procurement of supplies and services for the office.
Additionally maintain oversight of local office support agreements and
expenditures especially in regards to office lease, internet provider,
vehicle rental and electricity and water supply.
2. Receive and check all incoming invoices, prepare the payment
request form when necessary. Verify invoices and documents submitted by
suppliers and service providers and make sure that IOM's rules and
regulations are followed;
3. Process and release duly approved and authorized cash payments and
bank transfers to all vendors, contractors and staff, ensuring that
signed official invoices/receipts and other supporting documentation is
attached to all payment requests;
4. Responsible for handling daily petty cash and bank transactions.
Prepare accurate daily and monthly petty cash and bank reports, to be
submitted to Finance unit Jakarta.
5. Responsible for the distribution of staff attendance forms at the
beginning of each month. Accomplished forms should be promptly
submitted to Support Unit;
6. Count the cash regularly (every day) and prepare accurate cash
certificates;
7. Maintain an efficient filing system of all financial and other
supporting documents;
8. Responsible for preparing and submitting fund request for all
active projects.
9. Responsible for establishment and maintenance of Asset Inventory
at the Sub-Office in line to IOM policy .
10. Responsible for fleet management, including drivers and vehicles.
Ensure that utilization of available vehicles is in line to operational
needs and IOM policy.
11. Manage usage and maintenance of the office generator and keep
records for usage, fuel consumption and maintenance.
12. Maintain the office in a functioning, professional and aesthetic
manner with direct supervision of cleaning staff and office spatial
planning.
13. Coordinate on security related maters with Logistics & Security
Assistant in Jakarta and local UNDSS office. Ensure that sub office and
its staff comply with MOSS and MORSS requirement.
14. Perform other duties as required.

Desirable qualifications

Diploma in Business Administration, Management or alternatively, a
combination of related education and experience in this field. At least
3 (three) years experience in similar field of work, especially previous
experience working in administration, finance and logistic & procurement
in International Organization (an established working record with IOM
would be looked at favourably). Knowledge in assisting emergency
operations activities. Proven ability and experience in liaising with
UN, Government Departments/ Authorities and other international
organizations. Experience in preparing official documentation relating
to procurement, administration, finance and security.

Ability to prepare clear and concise reports. Proficient in computer
applications. Proven effective organizational skills and abilities to
establish priorities and plans, ability to work under pressure and cope
with deadlines, proven communication skills, good interpersonal skills,
high loyalty and ability to work with a minimum supervision as well as
in a team. Ability to work effectively and harmoniously with colleagues
from varied cultures and professional background.

Thorough knowledge of English.

For more detail info about us, please visit : www.iom.or.id
.

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