Hivos
Southeast Asia is an International non-governmental organization guided by
humanist values. It aims at structural poverty alleviation with a strong focus
on civil society building and sustainable economic development. Hivos Southeast
Asia provides financial support for local NGOs, is active in networking,
lobbying and exchanging knowledge and expertise. For its Hivos Southeast Asia
seeks qualified Indonesian candidates for the position of:
Title : Consultant Admin Assistant Green Energy
Duty Station : Jakarta, Indonesia
Duration : 4 (four) months – December 2017 to 31 March
2018
Report to : Operations Manager
The
Administrative Assistant falls under the supervision of and reports to the
Project Coordinator SII and in close coordination with Hivos Operations
Managers.
The
Administrative Assistant, under the guidance of Project Coordinator SII, is
responsible to support day-to-day management of the SII operations especially
the administrative task, including filing system.
The
Administrative Assistant assists the Project Coordinator in the area of human
resource management such as recruitment, the administrative such as filing and
registration of documents as well as payment.
Roles and responsibilities
Administration and Project Administration
1.
Assist Project Coordinator SII, Project Officer
and Procurement Officer for administration and filing system (hardcopy and
softcopy) in compliance with project administration procedures and Standard
Operating Guidelines.
2.
Provide administrative support to programme
activities.
3.
Drafting and
distributing letters, announcements for internal and external communication.
4.
Coordinate and make minutes of staff meetings.
5. Ensure completion
of contract documents to be sent to partner organizations and make check list
and keep track of signed contracts.
6.
Ensure registration of
proposal, contracts, confirmation of payments, and reports in Hivos Project
Administration ‘Osiris’ in coordination with the Operations Manager.
7.
Arrange travel and
accommodation for SII staffs.
8.
Generate
confirmation receipt of payments by partner organizations to be signed by
management; keep record of payments of receipts overdue and inform partner
organizations accordingly.
9.
Generate database
transfer request from invoices to be submitted to Finance Assistant for payment
process.
10.
Assist in arranging
meeting, workshop, event as requested by staff in coordination with Project
Coordinator.
Logistic
- Assist Procurement Officer on documenting procurement documents and dealing with third parties
Knowledge and experience
·
Relevant education level of working and thinking
·
Relevant work experience: 1-3 years
·
Affinity with administrative procedures.
·
Work experience in international environment
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