Catholic Relief
Services (CRS) is a US – based voluntary organization working in more than 80
countries around the world to assist people victims of disasters, people in
need and the disadvantaged regardless of race, belief or nationality. CRS has
been operating in Indonesia since 1957 under the Memorandum of Understanding
with the Ministry of Social Affairs with programs primarily in the areas of
community development, humanitarian assistance, Disaster management and
Emergency Response.
CRS/Indonesia
is currently hiring for Administration
and Procurement Assistant (ADM - PA)
to be based in Jakarta.
Job Summary:
The
Administration and Procurement Assistant will support the Administration
Officer in procurement activities and processes to acquire goods and services to
support
CRS program and operation activities.
This position is the first point
of contact for anyone contacting the office and is responsible for managing
incoming and outgoing telephone calls, handling correspondence, receiving and
directing visitors and ensures all guests are treated in a professional,
courteous and helpful manner. In
addition, this position provides overall procurement and administrative support
within the office to ensure the smooth implementation of CRS Indonesia
programs.
Qualifications
for Administration and Procurement Assistant
Required:
·
Professional
Diploma/Certificate or courses in Administration or secretarial with at least
3 years’ experience in similar position.
·
High
School Diploma with at least 5 years’ experience in similar position.
·
Experience
working with international NGO is preferred.
·
Proficiency
and skill in operating computer: Microsoft Office program (Word, Excel, Power
Point, etc.), familiar with data base program is preferred.
·
Ability to work independently and flexibly to respond to needs
as they arise, but also to coordinate effectively as part of a team
·
Good time management
skills with ability to work on multiple tasks
·
Strong customer
service orientation with good communication and interpersonal skills
·
Proactive,
resourceful, solutions oriented and results-oriented
·
Strong analytical, organizational, management, and leadership
skills
·
Excellent written and spoken communication skills in English
|
Job
Responsibilities:
|
Administration
·
Facilitate
communication within CRS Indonesia office and with external stakeholders as
relevant. Send/receive and distribute all incoming and outgoing
mail/faxes/letters/documents.
·
Provide
specialized administrative transactions and processes, reviews invoices from services providers, vendors, travel
agents, etc., verify the invoices with staff responsible for the transactions
as necessary and prepares the payment requests
·
Perform
data entry and data verification in relation to general administration
processes (e.g. various contact lists, Vehicle Log Sheets review, monthly
taxi usage voucher. etc.).
·
Provide
support and set up appointments/meetings with external parties for staff as
requested, including transportation reservation
·
Provide
logistical support for in-house meetings: prepare the meeting room, equipment
and refreshments as necessary.
·
Support
implementation of property management processes, such as property receipt and
distribution, property labeling, physical counts, etc.
·
Ensures that all office equipment function well at all time, and
arrange maintenance and/or repair services when needed
·
Performs
general administrative duties such as photocopying; filing and typing and
printing electronic documents as requested.
·
Responsible
of maintaining the office supplies and sundries, inventory and distribution;
·
Provides secretarial services to the Country Manager and other
staff as needed.
Procurement
·
With
coordination with Operations Manager, maintain an up-to-date procurement plan
with all quantities, quality and delivery requirements for goods and
services. Provide pricing information to assist budget holders with budget
preparation.
·
Perform
various activities to ensure e best value for money: market research, cost
estimates, solicitation documents, bidding process facilitation, supplier
identification and research, quality and availability of goods assessment,
negotiation,
·
Prepare
the contract/purchase order and other documents and submit to Operation
Manager for review.
·
Maintain
correspondence and constant contact with suppliers to follow up on the
execution of contractual terms and conditions, and handle issues if needed.
Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist
with contract/purchase order modifications.
·
Maintain
an accurate, complete, and up-to-date procurement document trail, vendor
files, and a procurement and inventory database to assist with control and
accountability.
·
Support
Administrative Officer to provide travel and logistics arrangements for staff
and visitors
·
Support
the Operations Manager in the documentation, and collection of bids; Maintain
PO and PRF files, check if items delivered by suppliers are as requested and
match invoices against purchase orders;
|
CRS encourage
qualified candidates to apply regardless of religion, race, gender, sexual
orientation or disability, all recruitment practice and procedure reflect CRS
commitment to protection children and vulnerable adult from abuse.
Only
applications that meet the above qualifications will be shortlisted. All
applications and CVs should be sent by email to CRS Indonesia at Indonesia_HR@crs.org before or by 22 March 2019 with the
Job Code in the subject.
"Only
short-listed candidates will be invited via e-mail/phone for Interview”
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