Senin, 30 November 2015

CARE International Indonesia (CII)

CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and enterprise & economic development. 

CARE International Indonesia in Kupang (East Nusa Tenggara-NTT) is currently recruiting the following position for its project:

JOB TITLE                            :    HR & ADMIN OFFICER
DEPARTMENT/PROJECT   :    PROGRAM/ADVANCE
REPORTS TO    
                   :    PROJECT MANAGER


JOB SUMMARY

The HR and Admin Officer is responsible to provide secretarial and administration services to all project staff in Kupang Sub-Office, and provide Human Resource (HR), Administration & Procurement support to Project Manager(s) (PMs), and designated officers.


RESPONSIBILITIES AND TASKS

1.    Secretarial & Administrative Support.
a.    Provide general secretarial and administrative support to PM(s), and designated officers.
b.    Fill in monthly petty cash and prepare petty cash report to Finance Officer in Kupang.
c.    Assist staff in the preparation and collection of Travel/Project Expense Report and other documents and support related to financial matters.
d.    Arrange/book flights and/or hotel accommodation for official travel purpose for all project staff in Kupang, including assisting the hotel accommodation booking and/or transportation arrangement for CARE staff or consultant who visit Kupang, when necessary
e.    Arrange/prepare documents for delivery/shipping.
f.    Manage incoming/outgoing telephone calls, faxes, mails, and other correspondences; register; duplicate; circulate; and file.
g.    Supervise the operation of the photocopy machine.
h.    Greet, escort and direct visitor(s) at Kupang sub office to get the required information or prior to meet the intended/appropriate staff.
i.    Manage office and project filing system (including monitoring and maintenance).
j.    Maintain updated list of important telephone numbers such as police, hospital, fire brigade, etc. and share it with staff. 
k.    Administer invoice or Request of Payment (ROP) submitted by third party, including local NGO for further processing in Finance Unit.

2.    Asset & Procurement Support.
a.    Provide asset and procurement support to PM, and designated officers.
b.    Manage asset and procurement activities and ensure that process complies with CARE Indonesia Procurement Manual and Donor Regulations.
c.    Maintain and monitor organization’s assets, including vehicles/motorcycles, also monitor vehicle usage log and fuel consumption analysis.
d.    Procure office supplies and consumables including manage their stocks to ensure proper support to project(s) operation in Kupang sub office
e.    Prepare contract for services and repair requests for office equipment, office building, vehicles, etc.
f.    Prepare Request of Payment (ROP) and breakdown of invoices for office utilities, courier, and others.
g.    File and document important and confidential paperwork related to procurement for database purpose, list of local vendor/supplier and vendors/suppliers’ profiles.
h.    Update and submit Procurement Status Report (PSR) to the Jakarta Procurement Officer.
i.    Ensure data distribution; purchasing mechanism and payment procedure are meet with CARE standard policy. 

3.    Human Resource Support.
a.    Preparing staff attendance, medical reimbursement, leaves report, and preparing payroll calculation and all supporting document.
b.    Coordinate with HR Head Quarter if there is personnel requisition for project purpose and other HR duties.
c.    Responsible for recruitment process in Kupang (Make a shortlist and arrange time for interview if there new recruitment staff or consultant).
d.    Responsible to maintain all personnel file staff and consultant in Kupang.
e.    Responsible to report staff’s BPJS in Kupang, its including with all administration matters.
f.    Key person who will handle labor issue and misconduct. 
g.    Update employment monthly report and sent to Human Resource Unit at Jakarta Office.
h.    Provide human resource advice to PM(s), and designated officers.
i.    Provide training and support to local partners on CARE procurement & administrative matters.

4.    Reporting & Other Support.
a.    Provide asset report to IT & Asset Management Officer at Kupang Sub-Office & Payroll/Procurement Officer HQ on regular basis.
b.    Assist PM in the preparation of letters, project data, and other reports as required.
c.    Assist program staff in organizing and implementing meetings, workshops, and conferences, cross visits, field monitoring, and other program activities. 
d.    Provide translation support (English to Bahasa Indonesia or vice versa) to project(s), when required.

5.    Other
a.    Any other assignment as requested by Supervisor or CARE management.


SUPERVISES: 
Drivers (2), Guards (2), Office Helper (1)


QUALIFICATIONS
1. Education: Minimum Bachelors Degree in Administration or Management.
2. Experience: Minimum 3 years experience in administration or HR.
3. Specific Technical Skills:
- Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision.
- Ability to communicate in English is preferable, excellent in Bahasa.
- Strong inter-personal and communication skills
- Ability to operate standard computer programs (Window, Excel, Outlook & Internet, PowerPoint).
- Ability to build and work in teams.
- Able to handle petty cash.
- Trustworthiness, integrity, good analytical thinking and attention to detail.
- Ability to work under pressure and tight deadlines. 
- Ability to work in a team and a Customer satisfaction oriented.


TERMS OF OFFER

CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment, and women candidates are encouraged to apply. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position code in the email subject.

Please submit your applications before December 02, 2015 to CARE International Indonesia, Human Resources Unit:
recruit_823@careind.or.id
"Only qualified applicants will be shortlisted"

ILO

ILO is looking for a suitable candidate for the position of Office Secretary for the ILO Jakarta Office. More details are as follows:
 
Vacancy No:
 
JAKARTA/2015/012
 
Date: 
 
 26 November 2015
 
Position title:
 
Office Secretary
 
Deadline for application:
 
 06 December 2015
 
Programme title:
 
CO-Jakarta
 
Organization unit:
 
 CO-Jakarta
 
Grade:
 
GS-5
 
Duty Station: 
 
 Jakarta
 
Contract type:
 
Fixed-term
 
 
 
 
Duration:
 
12 months with possible extension subject to good performance
 
 
Expected starting date:
 
 1 February 2016

For any questions related to this post, please contact  –   Ms. Hermawaty Misnan, HR/Admin Assistant, hermawaty@ilo.org.
Background
The International Labour Organization (ILO) is a tripartite U.N. agency with government, employer, and worker representatives as its constituents. This tripartite structure makes the ILO a unique forum in which the governments and the social partners of the economy of its Member States can freely and openly debate and elaborate labour standards and policies. The ILO Country Office for Indonesia and Timor-Leste is carrying out a diverse programme of activities and projects related to issues such as employment, labour rights and standards, social protection and skills development in order to support Indonesia in its development of an inclusive, sustainable and job rich economy and society.
 Position
The Office Secretary is expected to provide a range of support services to facilitate the Office Management and Programme unit run well.
The incumbent works under direct supervision of the Deputy Director and the overall management of the Director of ILO Jakarta. The incumbent shall work closely with relevant staff in the Management and Programming unit of the Jakarta Office.

 Specific duties and responsibilities:

   1.       Arrange appointments and maintain the supervisor’s calendar. Receive visitors, place and screen telephone calls, and anwers
            queries  with discretion.
2.       Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings.
3.       Serve as administrative secretary at training courses, seminars and workshops.
4.       Translate brief documents, and may act as interpreter.
5.       Take and transcribe dictation on a variety of subject matters, and ensure that spelling, punctuation and format are correct. Type correspondence, documents and reports, some of which are highly confidential, including statistical tables, and ensure correct spelling, grammar and punctuation.
6.       Register, classify and route correspondence, documents, reports, papers and other materials, attach necessary background information and maintain follow-up system for action and deadlines.
7.       Send faxes, email, pouch and express mail within the region and to headquarters in Geneva.
8.       Draft routine correspondence and responses, and ensure follow-up action.
9.       Maintain policy, confidential and general files.
10.   Clear outgoing correspondence for conformity with established procedures and accuracy of statements before being signed by the supervisor. Prepare administrative requests and forms for the supervisor and visiting officials and follow-up with the relevant administrative services on their processing.
11.   Select and make pertinent abstracts and undertake searches for information.
12.   Maintain up-to-date directories of constituents, ministers, government and other high level officials.
13.   Make travel arrangements for the supervisor and perform liaison duties with other units, UN agencies, ministries, non-governmental organizations and constituents.
14.   Assist in arranging programmes for in-coming official missions, make appointments with ILO’s tripartite constituents, including logistical arrangements and secretarial assistance.
15.   May provide guidance to other secretaries.
16.   Perform other duties as assigned by the supervisor, including updating information on web sites.

Education: Completion of tertiary school education, supplemented by a secretarial diploma is the minimum requirement.  
Experience:        Five years of secretarial experience in multi-cultural environment.
Languages:         Fluent in spoken and written English and Indonesian language.
 Competencies:
1.      Proven ability to use word processing software and email. Ability to use other software packages required by the work unit.
2.      Thorough knowledge of secretarial practices and procedures, and knowledge of administrative practices. Knowledge of the subject matter and programme served.
3.      Thorough knowledge of modern office procedures, and computer software packages required for work.
4.      Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
5.      Knowledge of protocol.
6.      Proven ability to draft correspondence and to ensure correct spelling, grammar and punctuation.
7.      Ability to take minutes of meetings.
8.      Ability to reply in an appropriate manner to telephone and in-person inquiries.
9.      Ability to work well with colleagues.
10.   Ability to organize own work and work under pressure.
11.  Ability to obtain services from other work units inside or outside the office for completion of tasks.
12.  Ability to search and retrieve information from databases and compile reports.
13.  Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
14.  Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
15.  Ability to deal with confidential matters with discretion. May need supervisory skills.
16.  Shares knowledge – Shares important or relevant knowledge and information formally or informally; promotes knowledge transfer.
Nationality:        Indonesian.
Remuneration: General Services Level 5 of the UN common remuneration system and/or commensurate with the qualifications and competency of the selected candidate, when the candidates contracted by the national organization, the remuneration will adopt UN and national regulation.
Written Examination and Interview  Prospective candidates will be required to sit in a written examination and take part in an interview.
Application:       Qualified women and men are encouraged to apply. Only qualified candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV, 3 references and the Statement of Competencies to:  
INTERNATIONAL LABOUR OFFICE
Email : hrdjkt@ilo.org
Only qualified candidates will be notified.
The ILO promotes opportunities for women and men to obtain decent and productive employment in conditions of freedom, equity, security and human dignity