CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and micro-credit.
CARE Indonesia in CII Head Quarter-Jakarta is currently recruiting the following position:
JOB TITLE :ADMINISTRATION OFFICER
DEPARTMENT/PROJECT :SUPPORT UNIT/CIIHQ
REPORTS TO :HR & ADMIN. MANAGER
JOB SUMMARY:
To provide technical support and administration services related to the expatriate legal documents and visitor visa process to the related GOI Institutions and provide assistances to the HRA Manager in maintaining relationship and coordination with the GOI Coordination Team and other GOI Institutions. The incumbent will also responsible in assisting to the Country Director in daily operation of CARE International Indonesia (CII) Jakarta Country Office.
RESPONSIBILITIES AND TASKS:
Tasks 1: Responsible for tasks related to visa, stay permit, working permit and various foreigner or international visitor registration:
- Prepare general correspondences; fax, reports and memos as requested for visa and various kind of foreigner’s registration to visit Indonesia comply with the rules, laws and regulations.
- Prepare interview process for expatriate to get the staying permits, working permits and police registration through the legal process and provide visa status reports.
- Maintain good coordination with other related unit such as program, admin, and finance in processing visa and other foreigner’s registration cost.
- Assist CARE’s staff in processing visa documents for international trip and update the regulation change through SOP for visa registration process.
Task 2: Responsible for maintain external communication with the relevant Government of Indonesia departments/ institutions:
- Maintain communication with the GOI Institution both related to the visa and foreigner’s registration process and other related issues.
- Monitor information to the supervisor on government structure and new regulation changed on INGOs from related GOI Institutions and manage the correspondences as required.
Task 3: Responsible for maintaining administrative support and coordination purpose to the GoI institutions:
- Provide the whole administrative and documentation system related to visa and foreigner’s registration.
- Compile various SOP, key government regulations and other reference documents related to GOI Liaison function and post to the intranet.
- Prepare documents required for GOI Team Meeting and expatriate staff interview and taking minutes in various meeting with GOI Team.
- Organize meetings with the GOI Coordination Team, includes organizing event with Coordination Team including Monitoring and Evaluation, National Coordination Meeting (Rakornas) with the support from sub-office staff and local government staff.
- Assist supervisor to compile and collect documents including CARE Annual Report, Annual Work Plan and maintain documents related to MoU and agreements with GOI.
- Assist supervisor to providing technical support to other internal units on issue related to the government permits.
Task 4: Responsible for administrative/documentation and meeting
- Hardcopy filing, electronic filing, printing, faxing, scanning all documents required by Country Director.
- Coordinate the translation of documents translation in-house or external and dissemination of memo and announcement to all CII staffs both of country office and sub-offices.
- Collecting document for CD’s signature, including preparation of request for payments for items related to Country Director.
- Support on correspondences and management of business calls.
- Record and arrange agenda schedule for Country Director and also record of leave and travel schedule.
- Ensure the travel arrangement such booking ticket & accommodation, prepare travel request form (TRF), prepare Travel Expense Report (TER) is doing properly and assist any other business, international visitor and consultants as requested.
Task 5: Responsible for other administrative support duties related to Country Office operation, consultants, etc.:
- Processing all matters related to the contract/ agreement with RMA, law firm and other country office non-project consultants as required and report to supervisor.
- Processing of domicile letter renewal issued by local government and distribute to the internal units.
- Processing, maintaining on lease agreements and deposit for office and residences and report to supervisor.
- Prepare ROP for documents retention to after submit from project closured.
- Any other duties that maybe reasonably assigned by the supervisor.
SUPERVISES:
Admin. Assistant
QUALIFICATIONS:
· Male/Female
· Bachelor degree in administration, secretarial, management or social sciences.
· Have a minimum 3 (three) years experiences in the relevant field.
· Strong communication skill, negotiation, and seeking information.
· Ability to communicate in English (both written and spoken)
· Computer literate (MS Word, Excel, and Power Point)
· Ability to adapt with changing situation
· Ability to work in team and under pressure
· Good interpersonal skills
· Good personal approach
· Attention to details
· Good in teamwork & Collaboration
· Good Planning & Organizing
WORKING CONDITIONS:
Jakarta
95%; Travel 5%
TERMS OF OFFER:
CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position code in the email subject.
Please submit your applications before 26 September, 2011 to:
CARE International Indonesia, Human Resources Unit:
recruit_535@careind.or.id
"Only qualified applicants will be shortlisted"
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