SCI seeks a Project Admin Assistant for Sehat & Membaca Project, to be based in Kupang

Save the Children is a leading, private child-focused non-governmental alliance of 29 member organizations that works in 120 countries throughout the world.  Save the Children has worked in Indonesia since 1976 to promote health and nutrition, education, child protection, livelihoods, and emergency preparedness and response.  Save the Children is implementing two projects, The Wrigley’s School Health, Hygiene, and Nutrition (SEHAT) project contributes to improving health of school children in two districts (Kab. Kupang and Malaka) and MEMBACA project contributes to attain school children rights to high-quality education and boost their literacy skills in Nusa Tenggara Timor province.  The SEHAT project builds on the 2011-2013 WASH in School Health and Hygiene (WISE) program and has duration of two years from September 2013 through August 2015.  The MEMBACA project builds on the 2012 – 2013 Literacy Boots project in Kabupaten Belu Nusa Tenggara Timur and has duration of three years from January 2014 through January 2016.

 

Now, we are looking for a position of :

Project Admin Assistant (code: PAA-Kupang), 1 position, to be based in Kupang - NTT

 

Report to : Project Coordinator

 

JOB RESPONSIBILITIES

 

1.       Logistic

• Compile list of requesting materials and equipment needed from all programs; including Stationary, other office supplies and cargo delivery are made available on time
• Provide Request for Quotation and Bidding Document
• Ensure the completeness of the procured materials
• Ensure a functioning asset Inventory System of the office
• Maintain store ledger, record keeping of office supplies and stationary items up to date
• Conduct a regular stock count
• Provide report in regular basis regarding the stock of materials, documents of procurement process, Inventory to the Project Coordinator
• Other logistics tasks as requested by Project Coordinator
• Provide transparent procurement processes.
• Daily recording of every materials and vehicle used
• Regularly update the Projects Coordinator regarding the condition of vehicle and buildings (physical and contractual status)

2.       Human Resources

·         Maintain all human resources documentation including timesheet, annual leave tracking, personal documents completeness

·         Together with Project Coordinator, keep the database of training needed and training done by the staff member of the project and inform it to Country HR in monthly basis

·         Maintain and track the individual consultant and service contract and the payments

·         Together with Project Coordinator, ensure the induction training for new staff including Child Safeguarding induction and report it to Country HR

·         Ensure all staff receive information on and adhere to Save the Children International HR policies

 

3. Administration

Work closely with  Finance and Administration Officer

Develop a simple recording and reporting tools and logbook for material and vehicle used, in terms of monitoring.

Organize for regular maintenance of office equipment and other resources to ensure efficient functioning of offices

Support the Project Coordinator in day-to-day activities.

Ensure an efficient and healthy office environment for improve efficiency

Monitor the security situation and update the Project Coordinator regularly

Update the security guidelines in consultation with the Project Coordinator

Arrange the payment process for communication, electricity, and any other bills for the office needs

Other tasks as assigned by supervisor.

 

3.       Emergency Response Management

      Coordinate all related with logistical and procurement officers when responding any potential emergencies in Kabupaten Belu,Kabupaten Malaka and Kabupaten Kupang Nusa Tenggara Timur Province

 

REQUIREMENTS

Essential

    ·Education Degree in Administration and/or any relevant field
Minimum of 3 years experience in a project with contractor, corporate, or NGO environment, including significant field implementation experience
Strong computer skills in Microsoft Office (Word and Excel), particularly effectively use in MS Excel
Store keeping and record keeping knowledge.
Ability to work in a fast-paced, pressured environment.
Respond to requests, queries in timely manner
Ability to simple problem solve, show initiative and work independently
Good information sharing/communication skills
Detail oriented
Able to drive a motorcycle & licensed
Commitment  to  and  understanding  of  Save  the  Children’s  aims,  values  and principles  including rights-based approaches 

Desirable

• Excellent interpersonal, communication and presentation skills
• Fluency in written and spoken Indonesian, intermediate English written and spoken skills

 SCI Values Practice:

1.       To carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

2.       To carry out the duties in accordance with SCI Health and Safety policies and procedures.

 

Updated CV and application letter should be sent to recruitment.indonesia@savethechildren.org

Please fill the “subject” column of the e-mails in this format: code of the position <…> - your name <…>.

Closing date for application is up to 12 January 2014  

(Only short-listed candidates will be notified)

 

Save the Children encourages qualified candidates to apply regardless of religion, race, gender, sexual orientation or disability

All recruitment practices and procedures reflect Save the Children’s commitment to protecting children from abuse