VACANCY - CAPITAL LOGISTICS & ADMINISTRATION ASSISTANT

The Agency for Technical Cooperation and Development (ACTED) is a French
non-profit organization working in over 30 countries worldwide to provide
emergency response, early recovery, and development assistance to
communities in need. ACTED's interventions seek to cover multiple aspects of
humanitarian and development crises through a multidisciplinary approach
that is both global and local, and adapted to each context. ACTED's vision
is to establish emergency, rehabilitation, and development. ACTED aims to
guarantee the sustainability of relief interventions carried out during
crises by remaining in the field after the emergency to engage in long-term
support to communities in food security, health, education, economic
assistance, microfinance, advocacy, and cultural promotion. ACTED's actions
are needs based and identified in a participatory manner with communities in
the areas where we are present. ACTED has been active in Indonesia since
April 2005, assisting those affected by the tsunami and Nias earthquake and
is now working to support livelihoods, community-based disaster risk
reduction, and child protection in North Sumatra, Nusa Tenggara Timur (NTT),
and elsewhere.


Currently ACTED has an immediate need for qualified and experienced staff to
be part of our Jakarta team. ACTED is recruiting for the following position
to be based in the Jakarta office. In order to apply, please submit (1)
cover letter stating how your experience and qualifications meet the desired
criteria below and your expectated salary, and (2) your Curriculum Vitae
(CV) in English labeled with your name (maximum file size 200KB).
Applications must be submitted by e-mail to jakarta.administration@acted.org
by 18 November 2012. Only shortlisted candidates will be notified.

CAPITAL LOGISTICS & ADMINISTRATION ASSISTANT

The Capital Logistics & Administration Assistant will be responsible for
procurement of goods and services, inventory and asset management,
telecommunication and IT management, management transportation and travel
for staff, and ensuring safety and security for ACTED personnel and assets
in the Jakarta office. Additionally, the Capital Logistics & Administration
Assistant will consolidate data, information, and reports on logistics,
assets, security and administration/HR from ACTED field offices to create
monthly national reports.

Logistics:

- Routine purchasing for Jakarta office needs (office supplies,
etc),

- Consolidation of monthly Logistics data and reports,

- Research of suppliers and contracting terms for framework
contracts (office supplies, travel, IT service, etc),

- Documentation (filling quotations, developing procurement memos,
support to contracts/ framework agreements),

- Liasing with travel agent for staff travel bookings,

- Providing basic support to field staff as needed.

Admin/HR:

- Checking and maintaining personnel files, collecting monthly
documentation (attendance sheets, leave requests, etc),

- Consolidation of monthly HR data reporting from field offices and
documentation on monthly basis,

- Responsible for organization of general office filing, mapping,
and management of file shipments to HQ and storage,

- Drafting memos and letters as needed,

- Supporting recruitment (organizing applications/CVs, scheduling
interviews, drafting letters confirming candidate responses, updating
tracking tabel),

- Managing premises needs (conference room booking, oversight of
cleaning and maintenance needs).

Professional Qualifications and Skills:

- Minimum bachelor degree in Management or other relevant
educational background required;

- At least four (2) years previous work experience with NGO or
private sector in logistics and admin/HR;

- Good understanding of procurement procedures and documentation
required;

- Fluency in English required;

- Meticulous attention to detail and documentation required;

- Problem-solving skills, result-oriented and sensitivity to gender
issues required;

- Good computer knowledge (Windows, spreadsheet, word-processing,
e-mail and internet);

Personal Qualities:

- Perfect ethics in regards to purchasing and handling cash
required;

- Flexible and adaptable, willing to learn new skills and conform
to new systems and situations;

- Able to multi-task and handle a diverse and changing workload;

- Honest, responsible, self-motivated and able to take initiative
under minimum supervision;

- Ability to work as part of a team in a cross cultural
environment;