Office Manager

Chemonics International Inc. seeks an Office Manager for the USAID-funded Indonesia Marine and Climate Support (IMACS) project. This project provides technical support for improving key marine and fisheries sector components with the Ministry of Marine Affairs and Fisheries (MMAF), local governments, coastal communities, and the private sector.

Specific requirements

The IMACS office manager will have primary responsibility for the following tasks and functions:

- Handle and oversee all office administration including human resources, coordinate payment of all invoices and bills with the IMACS finance manager, coordinate IMACS technical logistics as required, and maintain close coordination with all administrative and technical staff.

- Serve as the in-country point person for handling relationships with office landlord and/or relevant building management and maintenance personnel on all matters related to the IMACS office spaces, including matters related to lease terms and VAT exemption processes, both in temporary and long-term spaces as required.

- Serve as in-country point person for personnel benefits such as medical insurance.

- Serve as in-country point person on all matters related to VAT exemption, including liaison with Chemonics’ legal representation.

- Manage long-term expatriate staff visa and housing matters, and short-term expatriate staff hotel and transportation arrangements.

- Seek bids which support office operations; negotiate and manage long-term vendor relationships, including but not limited to contracts for travel, office equipment, and IT systems.

- Responsible for managing and accounting for petty cash.

- Responsible for managing IMACS office equipment, including routing service and maintenance, and acquisitions needed for IMACS office operations.

- Serve as the main administrative operations contact person for USAID, including matters such as Chemonics’ registration including matters and processing KITAS for expatriate staff.

- Oversee all IMACS office communications, including managing the chronological correspondence file, formatting of official correspondence, and assisting to ensure compliance with branding requirements.

- Assist with the preparation of other project documentation as required including, but not limited to, meeting agendas, presentations, etc.

- Lead person for managing the shared office calendar, including finalizing meeting dates, appointments, locations, office cars and drivers, assisting with coordinating staff, and other logistical needs.

- In cooperation with the senior technical staff, ensure that all IMACS actions comply with USAID and Chemonics regulations on purchasing, communication and other regulated areas.

- Work together with the Finance Manager and the Grants Manager to process VAT exemption for all subcontracts, local personnel contracts, and expatriate needs, such as housing, hotels and visas.

- Oversee and train administrative staff in Jakarta and regional offices.

- All other administrative tasks as designated by the Operations Manager and Chief of Party.

- Fulfill other administrative functions as required

Qualifications

· At least 5 years of office management experience, preferably with large-scale international projects

· Experience working on USAID projects preferred.

· Successful experience working in a diverse, fast-paced environment

· Excellent computer and typing skills including Microsoft Word, Excel, Outlook exchange email system, and desktop publishing software such as Adobe, Photoshop, and other similar programs.

· Bachelor degree or 5 years administrative experience required

· Fluency in English and Bahasa Indonesian required

Interested applicants are requested to send a cover letter and resume with the subject “Office Manager” to IMACS.project@gmail.com as soon as possible but no later than October 3, 2011. Finalists will be contacted.