Tetra Tech ARD is currently accepting expressions of interest for the
Administrative Officer (Ketapang-West Kalimantan) on our USAID Indonesia
Forestry and Climate Support Project (USAID IFACS).
USAID IFACS seeks to reduce the threats of deforestation and climate change,
and help the Government of Indonesia (GOI) conserve the country's tropical
forests, wildlife, and ecosystem processes (including carbon sequestration).
JOB SUMMARY:
Under the day to day supervision of the Deputy Regional Manager and
guidance from Operation Manager, Procurement Officer, Grants Team and
Administrative/Human Resources Officer - Jakarta, s/he will be responsible
for ensuring a clear and effective communication, receiving guests and
customers and directing them to the officer and individuals they need,
receipt and distribution of documents and mail from outside. In addition
s/he will assist the procurement officer in procurement of goods and the
maintaining the project inventory list.
MAIN RESPONSIBILITIES AND TASKS:
Office/Logistics Support:
1. Serve as a liaison with office landlords and management of the
lease agreements and maintenance needs.
2. Coordinate and manage the driver, security, and cleaning services.
3. Provide logistic support for all workshops and trainings. This will
include reserving workshop venues, preparing invitations, and other
administrative tasks as assigned by Regional Manager.
Finance Support:
1. Maintain the USAID IFACS financial system for the Regional Office.
Under the supervision of the Jakarta base finance officer, issue payments,
maintaining a written record of all payments with receipts, and send require
financial documents to Jakarta.
2. Manage Petty Cash
Human Resources Management:
1. Maintain work, leave, sick records and prepare reports as directed
by the Administrative Officer.
2. Assist the Administrative Officer in maintaining office policy and
procedural manuals for all staff.
Procurement Services for Program Support:
1. Assist in the procurement of office equipment and supplies. This
will involve following proper USAID procedures for competitive bidding,
preparing Purchase Order, and payments.
2. Coordinate with the Procurement Officer on addressing procurement
issues pertaining to VAT processing and reporting for program operation
costs.
3. Submission of monthly Procurement Purchase Report (PPR) to
Procurement Officer and maintaining Procurement inventory list up to date.
Safety and Security Administration:
1. Maintain and update the USAID IFACS Safety and Security Guidelines
and ensure compliance.
2. Maintain and update the USAID IFACS Emergency Contact Rosters and
phone tree.
Grants:
1. Coordinate with Grants Specialist for the administrative and
financial of grants, including provision of capacity building/training for
grantees in grants management.
2. Ensure grantees deliverables/milestones are submitted properly in a
timely manner.
3. Coordinate with Grants Specialist for financial reports; review the
grant financial reporting by monthly and quarterly basis and make sure the
entire supporting document is properly documented.
4. Make sure grantees financial receipts are compliance with USAID
IFACS.
5. Coordinate and conduct site visits to grantees to ensure their
finance management compliance with USAID IFACS.
6. In coordination with Regional Administrative Officer, to ensure all
procurement executed by grantees is in compliance with USAID regulation.
QUALIFICATIONS (MINIMUM REQUIREMENTS):
University degree in relevant subject matter.
At least 3-5 years of experience in equivalent administrative position, with
experience in human resources, procurement, and/or financial management.
Excellent interpersonal skills, including patience, diplomacy, willingness
to listen and respect for colleagues.
In addition, must be flexible, willing to perform other duties and work
irregular hours.
Must be capable of working both individually and as part of a team.
Must also be able to create a supportive working relationship among all
project teams.
Native fluency in spoken and written Indonesian;
Professional competency in spoken and written English.
Strong coordination and team playing skills.
Strong written and verbal communications skills.
Ability to engage in activities occurring in multiple field sites with
multiple stakeholders across Indonesia.
Willingness to travel extensively in Indonesia.
Please submit your recent CV as of 17 February 2013 (the latest) with
subject Administrative Officer (Ketapang-West Kalimantan) to:
recruitment@ifacs.or.id
Tetra Tech ARD is an equal opportunity employer.
No comments:
Post a Comment