Country: Indonesia
Closing date: 13 Mar 2018
Job duties and responsibilities
Procurement • Procure goods and services for administration/country office following the Federation procurement policies and procedures and ensuring documentation complies with full audit trail standards • Validate and reconcile invoices with GRN and Purchase Orders and submit request for payment to finance • Maintain and update supplier database • Provide monthly KPI report
Ensure functioning of Delegate residence • Support with drafting the Tenancy Agreement and renewal documents with technical review from Legal and upload into the e Contracts system for approval • Organize the signing of the Tenancy Agreement including stamping and upload the final version into the e Contracts system • Maintain good liaison with Landlords and building managements for the office and delegates’ tenancy • Coordinate the receiving and handover of delegates’ residence with Landlords including preparation of necessary documentations • Guide delegates with the application of utility services for residences such as telephone, internet, gas, water and electricity • Maintain a database for monitoring the utility bills for the delegates’ residences for analysis purpose and ensure that the bills are received and paid on time • Organize the maintenance, servicing or repair work for delegates residences and the office premises • Maintain and update the record of tenancy list and monitor the expiry dates for renewal or termination • Manage the inventory list for Federation’s items at the delegates’ residences • Guide delegates on all matters related to household and residency
Administrative Controls • Compile personal usage every 1st week of the month • Update Contact List • Ensure adequate resourcing for organizing external events (trainings, workshops, meetings) and timely coordination with the extended Admin team • Organize the arrangement and table set up for internal meetings or trainings • Act as focal point to organise office archiving requirements and disposal document • Implement the Administration procedure appropriately and develop as necessary.
Ensure functioning of vehicle • Arrange vehicle needs, plan maintenance and provide monthly vehicle usage • Maintain the Fleet Wave system (update the fuel and mileage report, preparing the incident/accident report, vehicle's insurance and registration) • Ensure the standard fleet procedures are followed by delegation drivers as per the driver’s rules and regulations, report on driver movement (dispatching - airport pickup/drops) and provide guidance
Staff Management • Supervise Drivers, monitor their work and provide guidance
Other Related Tasks • To be able to do ad hoc jobs subjected by management • Any other administrative tasks as may be assigned by Senior Administration Officer
Position Requirements
- University Degree in Business Administration
- 3 years minimum experience in a similar position
- Experience in working for humanitarian aid organisation in a develop or developing country is preferred
- Experience of working for the Red Cross/ Red Crescent is preferred
- Experience of local commercial & contractual systems
- 3 years minimum experience in procurement and purchasing
- Experience in conference / event management, preferably of international events
- Excellent administrative and business management skills
- Fluently spoken and written English and Bahasa
How to apply:
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: ADMINISTRATION OFFICER