Title : Office Manager for ISEAN-Hivos Southeast Asia Global Fund Programme
Duty Station : Jakarta
Duration : Initially two years, with a possible extension of three years
Closing date : 20 May 2011
I. Supervisor
Programme Director for ISEAN-Hivos Southeast Asia Global Fund Programme
II. Coordination
SEA Regional Office – Finance Officer, Office Manager
III. Main Responsibilities
1. Office management
a. Office logistics
b. Arrangement of meetings and keeping of Director' s agenda
c. Organization of staff travel
2. Personnel
a. Implementation of personnel policy
b. Maintenance personnel administration
3. Project Administration
4. Adherence to Hivos Quality System and Global Fund procedure
IV. Specific Tasks
1a) Office Logistics
• Procure office equipment, assets, office supplies and services according to Hivos Quality Procedures, Standard Operational Guidelines, and the Global Fund procedure;
• Coordinate the maintenance of office equipment, assets and services according to Hivos Quality Procedures and Standard Operational Guidelines and the Global Fund procedure;
• Monitor (sub)-contracting of goods and services.
• Ensure utilization of office equipment, assets, office supplies and services in accordance of Hivos' Quality Procedures and Standard Operational Guidelines and the Global Fund procedure.
1b) Arrangement of meetings and keeping of the Programme Director and Office agenda
• Coordinate and make minutes of internal meetings;
• Arrange logistics and administration for programme meetings and workshops;
• Plan and coordinate appointments for the Programme Director;
• Coordinate the overall Office agenda.
1c) Organization of staff travel
• Organize official (inter)national trips for office staff;
• Provide administrative, logistical and contact support for incoming visitors.
2a) Implementation of personnel policy
• Ensure proper implementation of personnel policies;
• Prepare contracts for new staff;
• Maintain personnel files;
• Administer staff activities such as: training, recruitment, and leave;
• Supervise Office Guard and Driver.
3) Project administration
• Prepare project approval documents for approval by the Programme Director;
• Ensure contracts to be send to partner organizations and keep track of signed contracts to be returned;
• Ensure timely payment of project payments
• Ensure confirmation of receipt of payments by partner organizations: inform partner organizations on transfers proceeded and register their confirmation of receipt; keep record of payments of receipts overdue and inform partner organizations accordingly;
• Register receipt of (financial) reports in the Project Administration, inform partner organizations on the receipt of reports, and forward them to Program Officer or Financial Officer for assessment, keep record of (financial) reports due and inform partner organizations in case of late reporting;
• Register relevant administrative data in the Project Administration;
• Ensure effective administration and information support services to facilitate project management and communication with partner organizations;
• Ensure proper filing of project related documentation both electronic and in hard copy.
• Provide project administration monitoring for Programme Director and related staff.
4) Hivos Quality System and the Global Fund Procedure
• Ensure that the correct version of the Hivos Quality System and the Global Fund procedure are available and used at the office;
• Communicate relevant information to other staff;
• Ensure that the correct version of the Standard Operational Guidelines is available and used at the office.
5) Other
• Perform other related functions as required.
V. Qualifications
• Strong administration (secretarial) skills;
• Good knowledge of personnel and human resource issues;
• Advanced knowledge of major software applications (Excel, Word, Access);
• Affinity with Information and Communication Technologies (ICTs);
• Prior experience as an Office Manager;
• Able to work independently and take initiatives, but also be a team worker;
• Excellent communication skills and ability to create a team spirit in the office;
• Good command of English.
VI. Information
Applicants should send a CV and a cover letter to: hrd@hivos.or.id with reference code 'Office Manager ISEAN-Hivos'. Applications are requested by 20 May 2011; thereafter the position will remain open until filled. This post only open for Indonesian nationality only. Only shortlisted candidates will be contacted.
Duty Station : Jakarta
Duration : Initially two years, with a possible extension of three years
Closing date : 20 May 2011
I. Supervisor
Programme Director for ISEAN-Hivos Southeast Asia Global Fund Programme
II. Coordination
SEA Regional Office – Finance Officer, Office Manager
III. Main Responsibilities
1. Office management
a. Office logistics
b. Arrangement of meetings and keeping of Director' s agenda
c. Organization of staff travel
2. Personnel
a. Implementation of personnel policy
b. Maintenance personnel administration
3. Project Administration
4. Adherence to Hivos Quality System and Global Fund procedure
IV. Specific Tasks
1a) Office Logistics
• Procure office equipment, assets, office supplies and services according to Hivos Quality Procedures, Standard Operational Guidelines, and the Global Fund procedure;
• Coordinate the maintenance of office equipment, assets and services according to Hivos Quality Procedures and Standard Operational Guidelines and the Global Fund procedure;
• Monitor (sub)-contracting of goods and services.
• Ensure utilization of office equipment, assets, office supplies and services in accordance of Hivos' Quality Procedures and Standard Operational Guidelines and the Global Fund procedure.
1b) Arrangement of meetings and keeping of the Programme Director and Office agenda
• Coordinate and make minutes of internal meetings;
• Arrange logistics and administration for programme meetings and workshops;
• Plan and coordinate appointments for the Programme Director;
• Coordinate the overall Office agenda.
1c) Organization of staff travel
• Organize official (inter)national trips for office staff;
• Provide administrative, logistical and contact support for incoming visitors.
2a) Implementation of personnel policy
• Ensure proper implementation of personnel policies;
• Prepare contracts for new staff;
• Maintain personnel files;
• Administer staff activities such as: training, recruitment, and leave;
• Supervise Office Guard and Driver.
3) Project administration
• Prepare project approval documents for approval by the Programme Director;
• Ensure contracts to be send to partner organizations and keep track of signed contracts to be returned;
• Ensure timely payment of project payments
• Ensure confirmation of receipt of payments by partner organizations: inform partner organizations on transfers proceeded and register their confirmation of receipt; keep record of payments of receipts overdue and inform partner organizations accordingly;
• Register receipt of (financial) reports in the Project Administration, inform partner organizations on the receipt of reports, and forward them to Program Officer or Financial Officer for assessment, keep record of (financial) reports due and inform partner organizations in case of late reporting;
• Register relevant administrative data in the Project Administration;
• Ensure effective administration and information support services to facilitate project management and communication with partner organizations;
• Ensure proper filing of project related documentation both electronic and in hard copy.
• Provide project administration monitoring for Programme Director and related staff.
4) Hivos Quality System and the Global Fund Procedure
• Ensure that the correct version of the Hivos Quality System and the Global Fund procedure are available and used at the office;
• Communicate relevant information to other staff;
• Ensure that the correct version of the Standard Operational Guidelines is available and used at the office.
5) Other
• Perform other related functions as required.
V. Qualifications
• Strong administration (secretarial) skills;
• Good knowledge of personnel and human resource issues;
• Advanced knowledge of major software applications (Excel, Word, Access);
• Affinity with Information and Communication Technologies (ICTs);
• Prior experience as an Office Manager;
• Able to work independently and take initiatives, but also be a team worker;
• Excellent communication skills and ability to create a team spirit in the office;
• Good command of English.
VI. Information
Applicants should send a CV and a cover letter to: hrd@hivos.or.id with reference code 'Office Manager ISEAN-Hivos'. Applications are requested by 20 May 2011; thereafter the position will remain open until filled. This post only open for Indonesian nationality only. Only shortlisted candidates will be contacted.
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