Vacancy: Field Operations Officer – South Tapanuli_Closing 11Apr22

 

VACANCY ADVERTISEMENT

 

Konservasi Indonesia is a national foundation established to support sustainable development in the country. We are the main partner of Conservation International in Indonesia.

 

We envision a healthy and prosperous Indonesia where biodiversity is valued and preserved. With offices and project sites across Indonesia, we promote a sustainable landscape-seascape approach and establish partnerships with multiple stakeholders across sectors and jurisdictions to deliver lasting impacts for people and nature in Indonesia.

 

As we are constantly expanding, we are currently hiring to fill the following position for our office in South Tapanuli, North Sumatra:

 

FIELD OPERATIONAL OFFICER

(Code: FOO_ST)

 

 

Konservasi Indonesia is hiring Field Operation Officer to responsible for office administration, logistic, finance, HR and coordination with other operation team and South Tapanuli / Padang Sidempuan office. He/she reports directly to Sumatra Operations Coordinator and requires close coordination with North Sumatra Field Program Manager in South Tapanuli / Padang Sidempuan. The incumbent is responsible to provide prompt and efficient response to phone calls, handling the correspondence, filing, meetings/events arrangement, coordinate vehicle use and monitor vehicle logbook, overseeing ancillary staffs, provide support for financial related tasks.

 

KEY RESPONSIBILITIES:

1.     Admin and Logistic

a)     Assist in arranging meeting, workshop and events (venue selection, logistics arrangement, materials, and communication with participants).

b)     Serve as receptionist and welcome visitor or guest in a good manner (incoming calls are dealt politely and efficiently)

c)      Organize Filing System and information, handling incoming and outgoing letter/mail, daily correspondence, sending or receiving letter and messages by post, facsimile, telephone.

d)     Purchase regular office supplies (stationery and groceries), and maintain the office supplies inventory

e)     Maintain South Tapanuli/Padang Sidempuan Office Inventory list conduct physical checking periodically.

f)      Handling regular office payment i.e: utilities, Telephone, Internet, Car Rent, Outsource Payment and etc.

g)     Supervise ancillary staff (security, office boy and Driver) in South Tapanuli, and maintain communication with Outsource Company as well

h)     Coordinate vehicle use and maintain vehicle log book, Fuel Analysis and Fuel Tracking Monthly and report to Sumatera Operation Coordinator

i)       Maintain existing South Tapanuli vendor and look for new potential vendor

 

2.     Finance

a)     Handling small petty cash for South Tapanuli

b)     Review TAF, AAF, PR and others to comply with Konservasi Indonesia regulation with adequate supporting documents

c)      Review Travel Expense Report to comply with Konservasi Indonesia regulation with adequate supporting documents.

d)     Review Activity Expense Report to comply with Konservasi Indonesia regulation with adequate supporting documents

e)     Ensure Travel/program advances are cleared in timely manner

f)      Handling payment of local transport/fee/per diem of participants/speakers/ of event/workshops/meeting

g)     Ensure all incoming vendors invoice is completed and submit to finance for payment

h)     Assist Sumatra Operation Coordinator in preparing travel and honor agreement.

i)       Collecting information from Staff related to monthly estimation expense (monthly budget).

j)      Enter transactions according to account code into computerized finance system and GL, ensure proper donor coding

k)     Prepare and produce monthly Finance Reports including maintain hardcopy of finance report and prepare reconciliation of balance report for South Tapanuli office and deliver to Medan office.

 

3.     HR

a)     Assist to prepare SPK needed in South Tapanuli Office;

b)     Maintain good record of leave taken by staff and send leave form to HR for verification

c)      Assist staff in completing their timesheet by 4th every month.

d)     Assist HR in recruitment process of field based position, including arrange job placement at local newspaper (if needed).

e)     Assist staff in completing their exit clearance

 

4.     Coordination

Maintain close coordination with Medan office and other North Sumatera team in terms of correspondence, communication and collaboration to ensure North Sumatera Terrestrial program implementation run smoothly on the ground.

 

 

ADDITIONAL RESPONSIBILITIES

• This position required to supervise the outscoring staff and ensure them perform accordingly
• Intense Coordination with Sumatera Operations Coordinator

 

QUALIFICATIONS

• Bachelor/University/diploma degree majoring in Administration, management or Economy, Accounting.
• At least 3 years relevant work experience in administration/secretary/logistic/receptionist/finance
• Having experience in events arrangement and Cash Management
• Familiar with Microsoft Office (Excel, Word, PP, Ms. Teams, SharePoint) and Internet
• Team player and able to work with minimum supervision

 

PREFERRED

·       Having experience in dealing with vendor and all related to procurement process

·       Able to supervise a group of people

·       Attention to detail and constructive

·       Preferred applicants for those who live nearby the South Tapanuli / Padang Sidempuan area.

 

 

Please send your current resume and cover letter (no more than 4 pages) to:

indonesia.hrd@konservasi-id.org

 

 

Please fill the “subject” column of the e-mail with this format:

< FOO_ST > - < your name >

 

Closing date for the application is April 11, 2022

 (Only short-listed candidates will be notified).