Job Vacancy - CDSP Administrative Officer

TERMS OF REFERENCE
Position
Description: CDSP Administrative Officer

Department        : HKL Jakarta
Section              : CDSP
LOCATION          : Jakarta


POSITION DETAILS:
Position title       : CDSP
Administrative Officer.
Reports to          : HKL-CDSP
Project Manager.

LIAISES WITH:
Within Company            : All Departments.
Outside Company           : As Directed by the
CoRO/DCoRO/Projects Office Manager/HKL-CDSP Project Manager.

MAIN PURPOSE OF THE POSITION:

HK Logistics Pty Ltd (HKL) is the Australian company whichwork on AusAID
program on strengthening the national and local capacity in disaster management
in Indonesia, and promoting a more disaster resilient region.

Workingclosely
with the Indonesian National Disaster Management Agency (BNPB), CDSP program
aim to support with around 17 national Technical assistant consultants for BNPB
including up to 8 local disaster management and disaster Risk reduction program
analyststo be based in targeted provinces as identified
by BNPB and AIFDR.   

The administrative officer
will assist Program manager on the whole cycle of recruiting process including
contract preparation and management of mobilization and placement.
 Duties and responsibility:
Ø  Provide quality administrative support to the CDSP
in preparing project documents; entering and retrieving data; formatting and
editing reports, maintaining inventory lists, letters guidelines; log incoming
and outgoing mail, file in the electronic filing system; dispatch outgoing
letters in a timely manner; interact with government officials as necessary;
Assist in monitoring of the project budget, and key milestone dates for tasks.
Ø  Process consultant contracts, appointment letters,
process and follow-up payments. Maintain project and other records in
accordance with system in the work unit; ensure smooth flow of informationsamong other
consultants or team in the unit.
Ø  Provide logistical support for missions and
participate in missions, if required, under specific terms of reference.
Participate in wrap-up, internal team meetings (including meetings through
audio/video-conferences), seminars/workshops; follow up on requests from team
members and correspond with them appropriately.
Ø  Provide back-up support to other consultants as
required by the work program, especially during peak periods/absences including
undertaking ad hoc official duties as may be assigned.
Ø  undertaking routine tasks for the preparation team
including photocopying, printing, and making travel arrangements.

Others:
ØWilling to travel out of town if needed.
ØWilling to work during weekend if needed.
ØWorking experience at Travel Agentwould be an advantage.
ØHas the ability to organize 5 – 10 staff.
ØHas a strong commitment.
Please
send your CV mentioning the position applied to infrastructureJK@hklogistics.com.au.
Closing date 12 May 2013.