Office Manager for HIV Cooperation Program for Indonesia (HCPI)

OFFICE MANAGER

 

The HIV Cooperation Program for Indonesia (HCPI) is funded through the Department of Foreign Affairs and Trade (DFAT). This is an AUD72 million project and is DFAT’s principle HIV prevention program in Indonesia. The project’s purpose is to help Indonesia plan, develop and implement an effective response to HIV.

 

Purpose of Role

The Office Manager position will be based in Jayapura, reports to Prevention & Health Promotion Adviser, and will perform the following duties:

 

1. Oversight and manage operations of Papua Project office including ensuring appropriate logistics and administrative support to the technical program and staff;

2. Assist in development and operation of office administration systems and ensure a conducive and supporting working environment for all staff;

3. Maintain and supervise the preparation of appropriate records necessary to run the project office including but not limited to reporting, asset control, staff records and filing systems;

4. Liaise with Indonesian authorities on administrative matters including ijin tinggal (stay permit) in Papua and Surat Jalan Papua (security clearance);

5. Assist Operations Manager with procurement, security, registration and monitoring of project assets, and project related services and materials;

6. Provide support during mobilization and demobilization of consultants and their dependents;

7.  Maintain Petty Cash and bank transaction and records;

8.  Maintain Monthly financial report and file;

9.  Maintain cash payment from cheque/bank as directed, and prepare the report;

10. Management of provincial activity budget preparation and monitoring;

11. Maintain workshop, training, meeting, and office operational with the Admin Assistant/Finance and Logistic Assistant and prepare acquittal reports such as Travel Advance Payment, Workshop Advance Payment, and others from the Advisers/staff in charge;

12. Manage project vehicles and assist with the movement of consultants throughout Indonesia on project related travel;

13.  Carry out other duties as directed by the Officer in charge in Papua.

 

Duration

A term of up to one year fixed term contract, with possible extension.

 

Minimum education and experience required

Essential:

• Relevant qualifications in business management
• Demonstrated experience in managing staff
• Demonstrated experience and skills in managing a range of complex activities
• Excellent computer skills, particularly with spreadsheet and database software
• Demonstrated experience and skills in working in a busy office environment
• Demonstrated ability to work under pressure and to function as a team member whilst also being able to manage staff
• Excellent oral and written communication skills
• Ability to function in both Bahasa Indonesia and English

Desirable:

• Experience with a bilateral donor funded project
• Experience working in the field of HIV/AIDS

This role is best suited for candidates based in Jayapura.  Applicants must have eligibility to work and live in Indonesia.

 

Interested? Please submit your CV to recruitment@hcpi.or.id, stating the position title on the subject of the email.

 

Applications close at 4.00 pm Jakarta time on Sunday 4^th January 2015.