Chemonics International Inc. seeks qualified Indonesian personnel for the USAID Higher Education Leadership and Management (HELM) project in Indonesia. Positions are noted below the project background description.
Project Background
The USAID/HELM project was awarded to Chemonics International on November 28, 2011. Chemonics implements HELM with support from partners: the Indiana University Alliance; JBS International Inc., Aguirre Division; and the University of Kentucky (UKY). The five year project was designed to support Indonesia’s Higher Education (HE) sector in increasing its quality and relevance through improved focus on administration and management capacity. In partnership with the Ministry of Education and Culture (MoEC) and the Directorate General of Higher Education (DIKTI), HELM provides technical assistance, training, and additional support to strengthen the leadership capacity and increase effectiveness in the following four core management areas:
1. General administration and leadership
2. Financial management
3. Quality assurance
4. Collaboration with external stakeholders
HELM works in close collaboration with DIKTI and, by Year 3, partners with 50 Indonesian Higher Education Institutions (HEI). The project is designed to address the USAID Education sub-intermediate result, “increased management capacity of Indonesian Higher Education Institutions” which contributes to the intermediate result “improved quality of higher education” under the over-arching assistance objective: “students better prepared for success in learning and work.”
We are looking for individuals who have a passion for making a difference in the lives of people around the world who can fill the following long term positions:
1. Regional Administrative and Logistics Assistant - based in Medan
2. Regional Administrative and Logistics Assistant - based in Makassar
Title: Regional Administrative and Logistics Assistant – Medan or Makassar
Principal Duties and Responsibilities
The Regional Administrative and Logistics Assistant is responsible for the general administrative duties of the regional office as well as logistics related to planning for project events.
Specific Tasks
Administrative and Contracts Duties:
Establishes internal checks and balances for monitoring the regional administrative files for compliance and adherence to all regulations, policies and laws that govern the project and ensures the regional filing system is in parallel to the Jakarta office filing system structure.
Manages the office facility which includes the physical office space, furniture, and equipment.
Serves as office receptionist and coordinates the project administrative, logistics, and translation services as needed.
Works closely with the Jakarta office Administrative Manager to ensure that adequate resources are available to the regional office.
Assist the Administrative Manager with regional procurement activities, including but not limited to: regional office purchase orders and local subcontracts, ensuring that appropriate competition has been exercised, competitive quotes are in place, and that procurement is USAID compliant. Ensure that the inventory of supplies is accurate and up to date. Maintain proper and correct procurement files and documentation.
Oversee management, including regular updating, of the vendor database, with the objective of promoting a more transparent and competitive procurement process. The vendor database will contain a selection of regional office vendors when appropriate, and service providers that have been properly vetted, are fully registered, and meet other basic requirements for doing business with Chemonics.
Cultivate and manage relationships with local vendors and service providers to ensure they fully understand HELM’s procurement process and systems and requirements for working with Chemonics.
Logistics Duties:
Provide logistic and support to events to regional events and visits, ensuring that logistic components of all activities are high quality, timely and compliant with USAID, Chemonics, and HELM regulations and policies. This includes ensuring all needed administrative and financial documentation is in place and accurate.
Coordinate all logistical aspects of trainings including sending invitations, following up with participants on their confirmations and arranging travel.
Ensure that all invoices from the travel agent and hotels are reviewed, approved and submitted to the regional finance assistant for processing in a timely manner.
General Duties:
As a member of the HELM team, ensure implementation of project activities in accordance with Chemonics’ business code of ethics and USAID and Chemonics policies and regulations; and
Other tasks as assigned by the supervisor.
Job Qualifications:
· 3-5 years administrative, logistics and events management experience required.
· Experience with USAID procurement rules and regulations required.
· Ability to write and verbally communicate clearly and concisely.
· Attention to detail and strong administrative skills.
· Excellent computer and typing skills including, Microsoft Word, Excel, Outlook exchange email system, and desktop publishing software such as Adobe, Photoshop, and other similar programs.
· Ability to work both independently and in a team.
· Bachelor’s degree required.
· Fluency in English and Bahasa Indonesian required.
Application submission instructions:
• Interested applicants for all positions listed above are requested to send a cover letter and resume (English) to indonesiahelm@gmail.com by December 15, 2013.
• Please list the position title in the subject line of the email.
• These positions are subject to USAID approval and salary scales.
Chemonics is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, sex, national origin, religion, age, equal pay, disability, and genetic information.
No telephone inquiries, please. Applications will be considered on a rolling basis. Only qualified candidates will be contacted.
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