Indonesia: Administration Officer - Surge (National Staff)

Please note that this vacancy is for talent pool

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 members of National Societies. The organization acts before, during and after disasters, crises and health emergences in order to meet the needs and improve the lives of vulnerable people. IFRC’s work is guided by seven Fundamental Principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality) and by Strategy 2020, which voices the organization’s collective vision and determination to move forward in tackling the major challenges that presently confront humanity.

As one of the five decentralized parts of the IFRC Secretariat, the Asia Pacific Regional Office (APRO) leads the support to National Societies of 38 countries – including Bangladesh – through eight Country Offices and five Country Cluster Support Teams.

The assigned person will be base in TO BE CONFIRM depending of location of operation.

Job Purpose

The Administration Officer will be responsible to efficiently manage the administration of the operation, and to ensure the smooth functioning and the effectiveness of the administration and other support tasks as required.

Job Duties and Responsibilities

1.Travel Arrangement

• Booking flight tickets and accommodation based on approved document.
• Update and 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.
• Ensure all essential facilities at the office are in good working conditions.
• Validate the stock of stationery.
• Validate monthly personal usage.
• Validate and reconcile invoices with service received and submit request for payment to finance.
• Maintain accurate registers of the assets and property of the IFRC-CCST including the acquisition and disposal.
• Provide monthly invoice to be paid report.

3.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 to calculate Forecast and budget.
• Act as focal point for PNS Office closure

4. Staff Management

• · Supervise Office Equipment Staff, monitor work and provide guidance
• Supervise Admin Officer, monitor work and provide guidance

5. Other 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

Job Requirements

1. University Degree in Business Administration, International Relations, Non-profit Management or equivalent;
2. 3 years minimum experience in a similar position
3. Experience in working for humanitarian aid organisation in a develop or developing country (are preferred)
4. Experience of local commercial & contractual systems
5. Experience of working for the Red Cross/ Red Crescent (are preferred)
6. Experience in conference / event management, preferably of international events;
7. Excellent administrative and business management skills;
8. Skills in computer, software systems (windows, spread sheet, word processing, e-mail, internet).
9. Presentation skills in English and Bahasa Indonesian.
10. Skills in training and developing staff
11. Fluently spoken and written English

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 - Surge