Country: Indonesia
Closing date: 02 Nov 2019
Organizational Context
In 2012 the Indonesian National Disaster Management Agency BNPB recommended that a national cluster system be established with relevant line Ministries coordinating the sectors that fell under their mandate. Under this system the coordination of many of the usual activities of the global shelter cluster now fall under the auspices of the National Cluster for Displacement and Protection (PP Cluster), as coordinated by the Ministry of Social Affairs (MOSA). At the request of MOSA and as part of IFRCs global commitment to ensuring coordination of shelter in natural disasters. Since 2012 IFRC has worked closely with MOSA supporting the establishment of and co-leading, the National Shelter Sub-cluster, within the Cluster PP.
On July 29th and August 5th 2018 two earthquakes and further aftershocks in the following weeks, caused major damage and destruction on the island of Lombok par tof West Nusa Tenggara (NTB) province.
While Indonesian authorities were handling the response to this major disaster in NTB, a major earthquake of 7.4 magnitude rocked Central Sulawesi – on Friday 28 September 2018. This earhtquake also generated a tsunami whose waves lashed coastal areas of Donggala and Palu. It also caused liquefaction and subsequent mud flows and landslides devastating houses and rendering large sites uninhabitable making shelter one of the major sectors of response.
In response to the severity of the Sulteng disaster the Government of Indonesia has welcomed international assistance in a number of specific key areas, most notably shelter, where needs are considerable. The GoI has also been clear that any assistance provided should be through local partners coordinated under the national coordination mechanisms. This aligns with the call for and commitment by IFRC and others towards localization after the 2017 World Humanitarian Summit.
MoSA is the lead Ministry of the National Displacement and Protection cluster under which shelter is a sub-Cluster. IFRC is the lead agency for the Global Shelter Cluster and in is extending support to the Ministry of Social Affairs (MoSA) for the coordination of shelter responses in Sulawesi Tenggara (Sulteng) and West Nusa Tenggara (NTB) provinces, setting up coordination teams for both NTB and Sulteng provinces as well as supporting on national level in Jakarta.
Job Purpose
The Administration Assistant, under overall supervision of the National Shelter Coordinator of CCST Jakarta, is responsible for support the delivery of administrative support on day to day operations to the shelter Clusters activities. She/he will ensure proper use of Federation resources according to established procedures and operate effectively/efficiently, 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.
Job Duties and Responsibilities
Administration
- Support the team with any required administrative work in relation with the Shelter events, includes organizing the prep of meetings, workshops, retreats, trainings. This may involve travel arrangements, hotel booking, translation, etc. for the project team and visitors.
- Prepare correct and timely paperwork for signature and action by finance / management.
Assist when required in booking flights, arranging transport & accommodation for staff and visitors.
Where applicable, liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost-efficient services and flights.
Support in conducting events from booking accommodation and banquet venue, follow up during the event and evaluating services after the event takes place.
Where needed, support in searching for apartments with and for international staff as well as in all maintenance work to be undertaken for the office and delegates houses according to approved request.
Assist in office and other supplies and equipment procurement following all IFRC procurement and logistics rules, procedures and regulations.
Prepare payment requests on a monthly basis as needed.
Cover the reception desk and duties.
On demand support Shelter Cluster meetings in Jakarta, by taking minutes and or providing translations
Support set up and maintain contact lists for Shelter Clusters
Provide basic translation services (Bahasa – English) as per need.
Regular asset tracking update
Ensure proper filing and archiving systems are followed at the office.
Follow up on the office’s inventory, update it as needed, check it regularly for any discrepancies.
Undertake daily support to those working in the office
Any other administrative and support tasks as may be assigned by Coordinator
To be able to do ad hoc jobs as per need
Organizational Responsibilities:
- Actively work towards the achievement of the IFRC Shelter Cluster goals
- Abide by and work in accordance with the Red Cross and Red Crescent principles
- Perform any other work-related duties and responsibilities that may be assigned by the line manager
Job Requirement
- Professional /academic qualification in administration services/international relations (min. graduation degree in administration/business development/International Relations)
- Minimum 1 Years work experience in a administration or similar roles
- Experience of working for the Red Cross/Red Crescent are Preferred
- Experience of working with Federation accounting and administrative systems are Preferred
- Experience on organizing the event workshop
- Experience in Administration and organisational support
- Advanced skills in computers (Windows, spreadsheets, word processing and accounting packages)
- Interest in humanitarian work
- Able to understand and execute tasks as assigned and flexibility to adapt to changing needs
- Fluently spoken and written Bahasa
- Good spoken and written English
How to apply:
Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: I**ndonesia.HRD@ifrc.org**
Please indicate on the subject heading: Administration Officer