USAID-IUWASH: OFFICE MANAGER, based in Medan

The Indonesia Urban Water Sanitation and Hygiene (IUWASH) project is a sixty-month program (2011 – 2016) funded by the United States Agency for International Development (USAID) and implemented under the leadership of DAI. IUWASH works with government, the private sector, NGOs, community groups and other stakeholders to improve access to safe water supply and sanitation in Indonesia’s urban areas. The overall goal of IUWASH is to assist the Government of Indonesia (GOI) in making significant progress in achieving its safe water and sanitation Millennium Development Goal (MDG) targets by expanding access to these services.

To achieve the above, assistance provided by the project is divided under three main technical components, including: 

1. Mobilizing demand for WatSan service delivery; 
2. Improving and expanding capacity for WatSan service delivery; and
3. Strengthening policy and the financial enabling environment for improved water supply and sanitation service delivery.

IUWASH will apply different approaches and interventions with its local partners, such as local Water utilities, local and national government institutions, NGOs and communities to address water, sanitation and hygiene. To achieve these objectives IUWASH need high caliber incumbent to fill the positions of

OFFICE MANAGER based in Medan (Code: OM-MDN)

Tasks

In carrying out these duties, s/he will work closely with the designated National Coordinator(s) for the technical area(s) of Administration and Human Resources, and for this specific communication needed such:

-     Overseeing all relevant regional initiatives and stakeholder relationships;

-     Regularly communicating with, seeking the support of and involving the National Coordinator in the planning, design and implementation of relevant regional activities (including work planning, Scope of Work development, relevant procurement actions, quality control, and client relationship management);

-     Regularly reporting to the National Coordinator as well as the Regional Coordinators on progress within the technical area, issues encountered and proposed follow-up actions;

-     Ensuring timely collection and submittal to the National Coordinator of relevant data used in project monitoring and reporting, as well as any required compilation, analysis and reporting;

-    Assisting the National Coordinator in ensuring robust information sharing across all regions.

Beside above s/he will responsible to oversee the following areas such :

Administrative

·         Coordinate and manage the daily operations for assigned office including office opening, operations and closedown.

·         Develop and oversee office filing system in accordance with Project Record Map.

·         Supervise and coordinate administrative, secretarial and clerical staff functions in assigned office.

Personnel

• Compile and reconcile all personnel data’s such as Time sheet, leave form, Health Insurance Form , Emergency Locator form , etc, and forwarding it to related parties as requested.
• Oversee Insurance implementation in her/his area such as socialization, compile claims, handling cases, etc, and give input for improvement if necessary.
• Assist HRO in conducting recruitment process in her/his area such as inviting candidates, arrange the interview schedule, notify unsuccessful candidates etc

Facilities/Vehicle Management

• Ensure vehicle logs are being completed by project drivers on a monthly basis for both project owned and short-term rented vehicles.
• Oversee the process of controlling, monitoring and analyzing vehicle use and fuel consumption reports.
• Maintain complete files for office leases, utility agreements, and rental agreements for the Jakarta office.

Financial Task

·         Work with Field Project Accountant for budgeting and monitoring for operational office cost.

·         Act as a “reviewer” for financial transactions.

·         Act as Custodian of Petty Cash Account.

Managerial

• Supervise office drivers, Administrative Assistant, Receptionist and Office Aide.
• Evaluate performance of direct reports both during annual performance review and on a regular basis, reviewing strengths and areas for improvement and ensuring staff are provided adequate resources to improve performance.

QUALIFICATION

·         Bachelor degree in Administration, preferably five years’ experience as administrative role of donor funded project.  Experience with USAID programs highly desirable.

·         Excellent communication skills both in English and Bahasa Indonesia,

·         Good computer skills, including Microsoft office suite, internet, and database management are required.

APPLICATION SEND

Interested applicants are invited to send a complete application with 3 references to IUWASH.recruitment@gmail.com by latest 2 weeks of the advertisement. Please write the job CODE in the subject line of the email. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified.