Indonesia: Coordination Support Officer (National Staff)

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, reaching 150 million people each year through its 190-member National Societies. The Organization acts before, during and after disasters, crises and health emergences to meet the needs and improve the lives of vulnerable people.

Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), policies and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

IFRC is supporting supporting the Ministry of Social Affairs (MoSA, “Kemensos”) in the coordination of shelter operations in Palu, in response to the Central Sulawesi earthquake. In this function IFRC is setting up a team and shelter cluster coordination structure in Palu. As operations in Palu are unfolding the situation remains fluid and uncertain as to the exact staff needs and support requirements for the coordination structure.

Job Purpose

The role of Shelter Coordinator support officer will be to support Palu based operations of the National Shelter Sub-cluster support team, in particular to support the Hub Coordinator in performing their role within the team and in assisting the rest of the National team as called upon. The role will include assisting the Hub Coordinator and Coordination team; organising, conducting and attending meetings, assisting with administration and procurement as needed. Managing documents, information and finances as needed.

Job Duties and Responsibilities

• Support the team with any required administrative work. This may involve travel arrangements, hotel booking, etc. for the project team and visitors.
• On demand support Shelter Cluster meetings in Palu, by taking minutes.
• Provide logistics and admin support as needed for trainings and workshops
• Effectively manage the administration of the Shelter Cluster work in Palu to assure appropriate implementation of coordination and administration procedures.
• Identify needed equipment needed by the team and for smooth functioning of office procure goods and services for administration/country office following the Federation procurement policies and procedures and ensuring documentation.
• Maintain registers of the assets and property of Palu office.
• Assist to find a suitable accommodation, arranging housing equipment, maintaining inventory and leasing in Palu as required.
• Act as focal point to organise office archiving requirements
• Validate and reconcile invoices with GRN and Purchase Orders and submit request for payment to finance
• Support set up and maintain contact lists for Shelter Clusters
• nticipate needs, and be proactive in setting up and developing adequate mechanism and procedures, and identifying new systems and ways to improve the overall effectiveness and ensure the smooth functioning of the administration.
• HR and other Related Tasks
• Maintain list of all staff contracts of the team and alert Hub Coordinator of ending contracts and assist with procedure for contract extensions where required.
• Support with other HR related tasks as required
• To be able to do ad hoc jobs as per need
• Any other coordination and support tasks as may be assigned by the hub Coordinator

Requirements

• Bachelor’s Degree (any discipline)
• Minimum 3 years of experience in the Indonesian Humanitarian sector, preferably with experience in Cluster Coordination
• Experience in conducting high level meetings (Preferred)
• Experience in high level real-time and written translation and interpretation in the disaster management sector (Preferred)
• Demonstrated administration and organizational skills
• strong written and verbal literacy skills both in bahasa and english
• advanced proficiency in Word, Excel and Powerpoint
• Strong interpersonal skills, demonstrated ability to work within or lead a small team, ability to communicate with different audiences
• proven ability to communicate effectively with broad range of stakeholders, including field workers and volunteers, senior UN and IFRC staff, government workers at all levels and NGO workers

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: Coordination Support Officer (PALU)