JOB DESCRIPTION
Job
Title : Admin
Location : East Jakarta
Division : Program
Date : A.S.A.P.
BACKGROUND
TO THE ROLE
KARINA (Caritas Indonesia) is the
humanitarian arm of the Bishops’ Conference of Indonesia based in Central
Jakarta and is official member of the Caritas Internationalist confederation.
Established in mid-2006. KARINA (Caritas
Indonesia) acts as a coordinating and facilitating body for all the 37 Dioceses
incorporated under the Bishops’ Conference of Indonesia.
REPORTING
TO
Admin
& HR Coordinator
CONTRACT DURATION
One Year Contract with review in
3 months
KEY
REPONSIBILITIES
The
Administration Assistant is responsible for carrying out all administrative,
logistical and support services, for both routine as well as program
activities. He/She is responsible for the effective and timely execution of
these services and for ensuring the professional quality of all outputs.
TASKS/DUTIES
1.
Maintaining list of incoming and
outgoing communications and also distribute it.
2. Preparing data base (address, phone
number for CIMOS, diocesan , partner, vendor, costumer, etc)
3. Preparing general letters,
acknowledgement of receipt of fund transfers in bank accounts, work and
purchase orders, travel authorization for KARINA’s Program Coordinator and
staff of the Supporting Unit, for signatures by the Executive Director and
filling it.
4. Preparing any other document for Procurement
(asset/stationary/consultant/
5. Managing and administer the requirements
of Letter of Acknowledgment with Donors in line with procedures.
6. Translating documents, articles and data
collected which are relevant to the work of KARINA operations in general if
needed
7. Responsible for processing insurance
health claim, terminating and adding membership of health insurance for KARINA
staff.
8. Maintain a proper filing system to
ensure materials/documents are suitably filed and catalogued.
9.
Responsible and ensure for proper
storage of official documents, both for electronic copies and hard copies.
10. Facilitating
Karina’s funding to process any document for working relations (such as visa
and other)
11. Responsible
for all logistical arrangements (venue, accommodations, transportations, room
reservations, food and beverages, etc.), for meetings and workshops, either in
KWI or in other venue.
12. Responsible
for arranging travel arrangements for staff members, in coordination with
Supporting Unit Office. Ensure that letter of Duty, bookings/tickets are
done/delivery on a timely manner.
13. Responsible
for IT Maintenance (such us for computer, internet and telephone)
14. Responsible
for maintaining an updated inventory list.
15. Assist
Admin & HR Coordinator for all service contracts for office building and
office equipment
16. Assist
Admin & HR Coordinator for other agreement with KARINA’s vendor
17. Assist
Board Karina Member for preparing administration stuff for Board meeting)
18. Any
other tasks as assigned by the Office Coordinator, related to daily office
activities.
WORKING
PRINCIPLES
1.
Deus Caritas Est., especially second
part, about organized charity action.
2.
Knowledge of Catholic Church Structure
and working mechanism
3.
Based on KARINA and CI guiding values
and principles.
4.
Working in a team, internally with
program staffs ad working team from other institution.
5.
Good planning and good implementation.
6.
Participatory and communicative.
7.
Efficient, accurate and supportive.
8.
No corruption, accountable and responsible.
9. Transparent (have to appropriate with
what had been spent and had been accepted, also show supportive evidence).
10. Write
Back to Office Report (to be circulated internally by Communication Officer)
after attending meetings/conferences/
REQUIREMENTS:
1.
SMA/D3/S1
2.
Having experience in the Project
Assistant or Administration 3 years.
3.
Good communications and interpersonal
skill
4.
Good understanding of the work and value
of Caritas.
5.
Knowledge of Catholic Church Structure
and working mechanism
6.
Have skills in organize a workshop.
7.
Proficiency in written and spoken
English.
8.
Computer literacy and able to operate
basic applications such as Microsoft Office.
Application, CV and contact
details for 3 references should be submitted by e-mail to: eva@karina.or.id or sdmkarina@gmail.com at the latest 8 Desember 2013
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