Indonesia: Administration and Procurement Officer (National Staff)

Job Purpose
The Administration & Procurement Officer integrates with the Administration team and is accountable, under the direction and guidance of the Senior Administration Officer for creating administration value towards a strong IFRC that is effective, credible and accountable, work towards the achievement of the Federation’s goals in country/region of operation through effective managerial and lateral relations and teamwork, ensure that all Administration procedures and policies are properly followed and enforced within the unit and throughout the whole office in general.

Job Duties and Responsibilities

1.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 (Goods Received Note) and Purchase Orders and submit request for payment to finance
• To maintain supplier database
• Provide monthly KPI report

2.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

3.Administrative Controls

• Act as focal point to organise office archiving requirements and disposal document
• Implement the Administration procedure appropriately and develop as necessary.

4.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

Requirements:

• University Degree in Business Administration
• Minimum 3 Years of experience in similar position
• Experience in working for humanitarian aid organisation in a develop or developing country (Preferred)
• Experience of local commercial & contractual system
• Experience in event, event management, preferably international events
• Excellent administrative and business management skills

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: Admin & Procurement Officer