Indonesia: Senior Administration Officer, National Staff Position

1. Travel Arrangement • Booking flight tickets and accommodation based on approved document. • Provide welcome package for visitors prior their departure. • Compile visitor information in respect of their flight schedules and accommodation, share with the other support services team members enabling them to facilitate the other arrangements including transportation, meetings, appointment, etc.

2. Administrative Controls • Effectively manage the administration of the Federation Indonesia country office, anticipating needs, taking initiatives, identifying new systems and ways to improve the overall effectiveness and ensure the smooth functioning of the administration. • Implement the Administration procedure appropriately and develop as necessary. • Validate asset stock, stationary. • Validate monthly personal usage. • Validate and reconcile invoices with service received and submit request for payment to finance. • Manage the country office asset inventory including the acquisition and disposal. • Provide monthly invoice to be paid report.

3. Assist of Head of Country Cluster Support Team (HoCCST) • Assist the HoCCST in the preparation of papers and correspondence; support him/her in follow-up of representation, delegation management and coordination issues. • Manage routine administrative tasks for HoCCST; maintain personal diary, coordinate time scheduling and appointments, meetings and missions. • To do minutes of staff meeting. • Support HoCCST on providing monthly Forecast. • Update partner contact list. • Support HoCCST for Legal Status issues and related Federation work plan/report. • Support HoCCST on consolidating and update event calendar.

4. Participating National Societies (PNS) Support • To ensure all PNS in-country have signed the most updated supplementary agreement and annexes of all documents concerning the integration in-country. • Support PNS’s on calculate Forecast and budget. • To update HoCCST on the status as required. • Act as focal point for PNS Office closure.

5. Staff Management • Supervise receptionist, monitor work and provide guidance. • Supervise Admin Officer, monitor work and provide guidance.

6. Others task • To be able to do ad hoc jobs subjected by management. • Conduct Admin briefing for new staff. • Any other administrative tasks as may be assigned by Finance and Admin Manager.

Position Requirements

• University Degree in Business Administration, International Relations, Non-profit Management or equivalent;
• 5 years minimum experience in a similar position
• Experience in working for humanitarian aid organisation in a develop or developing country
• Experience of working for the Red Cross/ Red Crescent is preferred
• Experience of local commercial & contractual systems
• Experience in conference / event management, preferably of international events;
• Excellent administrative and business management skills;
• Skills in computer, software systems (windows, spread sheet, word processing, e-mail, internet).
• Fluently spoken and written English and Bahasa Indonesia

Only candidates meeting the above requirements are requested to apply.

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: Indonesia.hrd@ifrc.org

Please indicate on the subject heading: SENIOR ADMINISTRATION OFFICER