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Administration Officer – Yayasan Plan International Indonesia

Oleh   /   Jumat 20 Oktober 2017  /   Tidak ada komentar

Lowongan kerja ini meneruskan dari milis DevJobsIndo.

Yayasan Plan International Indonesia is presently implementing its Country Strategy 4 (CS 4) covering fiscal year 2017 to 2022, where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent children from enjoying their rights and participating fully in Indonesian society”. This goal will be achieved by providing technical support and implementing quality programs and projects through partnership. An effective and efficient communications strategy is a must for Plan Indonesia to share the outcomes of these projects to influence different actors, specially state authorities and to position Plan’s profile within and outside at different levels – starting from community, sub district, district to national, regional and international levels.

Yayasan Plan International Indonesia Area Flores invites highly competent, experienced and committed professionals to fill the following position:

Administration Officer based Nagekeo

Responsibilities:

Key End Result 1. Purchasing/Procurement Management Assist managers to prepare procurement plans of PIA and monitor the implementation. Carry out purchasing activities of PIA. In liaison with respective staffs oversees open and closed tender procedures and performs bid analysis together with the Tender Committee and minutes well filed. Review of procurement processes conducted by projects. ; Completeness of procurement docs and evaluation of selection process. Preparation of PO (Purchase Order), preparation of recurring PO and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received. Implementation of the internal control system which ensures that POs are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Conduct monthly check of Open POs in SAP and prepare corrective action in liaison with PSO Admin Officer. Organization of trainings for the operations/projects staff on Procurement. Update data of local vendors and timely checking the services provided by the vendors. Update and track the implementation of PIA’s procurement planning.

Key End Result 2. Office and Fleet Management Supervise building maintenance and cleanliness of PIA. Control and manage assets (disposal, inventory, NEP/inventory reporting, environmental report, and fleet management). Supervise other support staff (Drivers, Cleaners, Guard, etc.). Approves and signs weekly/monthly logbooks, trips, and fuel records, monitors utilization, maintenance and fuel consumption. Prepare fleet management reporting on monthly basis as per the set reporting standards by the Country Office. Ensure the annual vehicles inspections and registrations are done timely. Acts as a backup the customer care/reception desk officer as and when assigned. Filing all letters, documents and make sure the correspondences are well prepared (eg: letter format, letter number, attachments and distribution list)

Key End Result 3. Logistic Management Prepare inventory report of SC token and Emergency kits (if applicable). Implementation of Inventory and physical verification control and ensure on monthly basis that physical and theoretical stocks are matching. Ensure the distribution of SC Token/Emergency kits is well prepared and documented. Report timely on damages and losses of goods under his/her responsibility. Participate actively and contribute to the improvement of the storing process. Cooperate with projects staffs in logistic preparation of meeting and conferences in PIA.

Key End Result 4. Fixed and Low Value Assets Management Maintain consolidated records of all procure assets in liaise with Project Admin staff. Prepare and update a computerized fixed and LV asset retention list and report to PSO Admin Officer on a quarterly basis and for disposal (vehicles, furniture and equipment) to avoid loss and misuse of Plan assets. Conduct periodical inventory and the mandatory required annual inventory of fixed assets and stock items and produce standardized report to be utilized internal and external users.

Key End Result 5. Others Support PSO Admin Officer in preparing report of Procurement progress on monthly basis. Oversee Open POs Report in SAP BI and make correction on the erroneous. Prepare quarterly report of Inventory, Assets (Fixed and LV Assets) and Vehicle Log. Provide information for audit needs. Performs other tasks that may be assigned by the Project Manager and other working relation on PIA. Maintain good relationship and team work with all staffs. Perform as Administration SME in PIA. Provide advice to Partners/CBOs related to administration procedures/policy.

Requirements: Customer (staff) satisfaction. Compliance with Operations Manual (OM) and adm local policy and procedure. Effective and efficient office facility utilities. Administration reports Education: Bachelor Degree in secretary, administration or management Knowledge and Skill: OM and adm local procedures and policy , Computer application, Written communication, Interpersonal relation, Presentation, Accuracy in figures, Filing, Fluent in Indonesian and English (oral and written)

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by email not later than October 28, 2017 to: HRD.Indonesia@plan-international.org.

Please fill the ‘subject’ column of the e-mails in this format: (The Position)–(Your Name). File attachment not later than 1MB. Range Salary : IDR 4 500 000 – 7 000 000 ,-

Yayasan Plan International Indonesia seeks to improve the lives of the most marginalized, particularly girls, women, and people with disability. We encourage people form diverse backgrounds and experiences, particularly women and people with disability to apply

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