Solidar Suisse
is a Swiss NGO established in 1936 (then called Swiss Labor Assistance). Today
the organization is active in development cooperation and humanitarian aid in
16 countries worldwide, fighting for global fairness. In Indonesia, Solidar
Suisse became active following the devastating earthquake and tsunami in
Central Sulawesi and immediately started to collaborate with partner
organizations to provide humanitarian assistance.
For the
recovery phase, a comprehensive humanitarian program in the livelihoods and DRR
sectors is being implemented to support the affected people mainly in rural
areas in Central Sulawesi.
To monitor
and guide the implementation, a highly qualified team is being established. For
this purpose, we are seeking a motivated, skilled and experienced person for
the position of Logistic and Administration Officer.
2.
PURPOSE OF MISSION
Under the direct supervision of the Finance and Administration Manager,
the Administration and Logistics Officer is entrusted to support the daily
operations and the local partner and to ensure compliance with the Internal
Control of Administrative and Finance rules and regulations. He/she supports the Finance and Administration
Manager in all organizational, administrative, financial and logistic matters
of the office management. He/She will also provide technical support and
capacity building to the logistics, finance and administration staffs of the
partner organization.
3.
MAIN TASKS AND RESPONSIBILITIES
The Logistic
and Administration Officer is
entrusted with the following tasks:
Administration.
Support
the Finance and Administration Manager:
·
Resolving
questions related to local labor law;
·
Managing
and follow-up all contractual office issues and ensure timely payment of all
office related bills and fees;
·
Managing
leaves schedules of all consultants;
· Supporting
the Finance and Administration Manager to ensure financial, HR and
administrative records and filling are
comprehensive, accurate, secure and up
to date. This includes, but is not limited to all contracts, agreements and key
correspondence;
·
Preparing
minutes of meeting;
·
Prepare
and maintain a contact list of relevant stakeholders;
·
Providing
administrative support to the mission team, including organizing travel
arrangements, meetings and other events;
Logistics &
Procurement.
Support
the Finance and Administration Manager and the partner in:
Procurement:
·
Preparing
contracts engaged with third parties;
·
Ensuring
all necessary documentation for procurements are complete, in line with Field
Financial and Administration Guidelines
(FFAG) and filed;
·
Ensuring
all items are procured in a timely, efficient and accountable manner, and
secure best value and service benefit deals for
the project;
· Participating
in procurement processes carried out by the partner organization and ensure the
compliance of the supplier/service
provider selection & related
documentation as per Field Financial and Administration Guidelines (FFAG);
·
Main taining
a supplier database;
· Ensuring
the partner manage traceability & reconciliation between orders, contracts
& deliveries, and liaise with finance for
problem solving;
·
Contributing
to logistics and project staff capacity building of the partner;
·
Assist the
partner to ensure goods transportation means are secured as per needs.
·
Assist the
partner to coordinate & follow-up deliveries & liaise efficiently with
suppliers for problem solving.
·
Assist the
partner to manage periodic inventories, stock clearance and investigations over
discrepancies.
Logistic
management:
·
Ensuring
all assets are labeled and managed according to all relevant donor rules and
regulations;
·
Monitoring
and calculating fuel consumption of office cars;
·
Overseeing
and facilitating the maintenance and repair of office equipment;
·
Purchase
all office supplies and stationeries;
·
Any other
task assigned by the Finance and Administration Manager.
4. REQUIRED
PROFILE AND EXPERIENCE.
·
University
degree or relevant working experience of at least 3 years
·
Experienced
in Logistics or in accounting, business, finance (preferable in logistic and
administration)
· Demonstrated
experience working in administrative, supply chain and logistical matters; with
international agencies is
mandatory;
·
Work
experience in an emergency context is an advantage;
·
Excellent
computer skills; especially in Excel;
·
Fluent in
English (written, spoken and reading);
·
Strong
attitude to take initiative, work autonomously and achieve results effectively;
· Able to work flexible, cope with stress and respect deadlines.
5. DURATION
AND STARTING DATE
We look for a candidate who can start as soon as
possible, with contract duration till end of January 2022 with possibility of
extension.
If you are interested in this assignment and meet
the requirements, please send your application including detailed CV, and
contact details of 3 referees by e-mail with Subject “Logistic and
Administration Officer” to recruitment@solidar.ch
latest by Friday, 22 January 2021.
The candidates
from Central Sulawesi are encourage to apply and only
shortlisted candidates will be contacted
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