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 Kupang, East Nusa Tenggara is currently recruiting the following position:
JOB TITLE : ADMINISTRATION & PROCUREMENT ASSISTANT (APRO-A)
DEPARTMENT/PROJECT : SUPPORT/KOTA II
REPORTS TO : PROJECT MANAGER
JOB SUMMARY
The Admin Assistant is to provide secretarial, procurement, and administration services to all project staffs in Kupang Office, East Nusa Tenggara Province.
RESPONSIBILITIES AND TASKS
Procurement:
· Control and monitor the office supply use and availability for regular needs of project staff.
· Contact equipment vendors to purchase and service including repair the office equipment.
· Prepare contract for services and repair the office equipment, rent office and car, etc.
· Processing the procurement request for project and ensure the process comply with CARE Indonesia Procurement Manual.
· Filing the important documents and confidential paperwork such as document transactions for data base, for local list vendor/supplier and records all vendors/suppliers profiles.
· Updates and submit Procurement Status Report (PSR) to the Procurement Officer in Jakarta Office
· Establish and maintain regional “Approved Vendor List”.
· Provide training and support to local partners on CARE procurement & administrative.
Administration:
· Maintain and monitoring organization’s assets, including vehicles/motorcycles.
· Monitoring log and fuel consumption analysis properly by establishing vehicles/motorcycles files.
· Process incoming correspondence by opening mail, recording in log book, photocopying, circulating and filing.
· Manage regional asset list for above US$ 200 and under US$ 200.
· Submit monthly asset report to Regional Office Coordinator & Project Manager in 1st week of each month.
· Assist in maintenance inventory in project and prepare monthly FFE Report.
· Assist PM, Specialists, Project Officers & ROC for preparing a letter internal & external.
· Filing the important documents and confidential paperwork such as document transactions for data base.
· Request monthly petty cash or office operational advance, including their reports to Finance Officer in Kupang Office.
· Assist in maintenance of active and inactive general file to ensure that all correspondences and documents are filed properly.
· Control and monitor the office supply use and availability for regular needs of project staff.
· Prepare ROP and breakdown of invoices for office utilities, courier and others.
· Managing of all documents which requiring approval/signature from Project Officer, Project Manager, and Regional Office Coordinator & Regional Program Manager.
· Take responsibility to collect and compile all monthly report, monthly activity plan, and progress report of all program component, local partner and consultant of the project KOTA II in Kupang.
· Take responsibility to assist program staff for meeting, workshop, field monitoring in related to GOI & Internal CARE Indonesia.
· Assist all staffs for shipping the document & project material to CIIHQ, Papua & Makassar.
· Assist Supervisor as requested.
CONTACTS/KEY
RELATIONSHIP
This section may include both internal and external relationships.
INTERNAL RPM, PM, ROC, Finance Officer, Admin Officer, CF, PO, Specialist.
EXTERNAL Visitor/Vendor, Consultant
QUALIFICATIONS
· Minimum D3 in Administration, Management or other related fields.
· Fresh Graduated or have 3 months experience in Secretarial or Administration Area.
· Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision.
· Must fluency in English.
· Advanced computer skills in MS Word and Excel, & internet.
· Trustworthiness, integrity, good analytical thinking and attention to detail.
· Ability to work under pressure andtight deadlines.
· Ability to work in a team and a customer satisfaction oriented.
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 1 November, 2011 to CARE International Indonesia, Human Resources Unit:
recruit_544@careind.or.id
"Only qualified applicants will be shortlisted"
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