Hivos is an international organisation that seeks new solutions to
persistent global issues. With smart projects in the right places, we
oppose discrimination, inequality, abuse of power and the unsustainable use
of our planet’s resources. Our primary focus is achieving structural
change. This is why we cooperate with innovative businesses, citizens and
their organisations. We share a dream with them of sustainable economies
and inclusive societies. For its Hivos seeks qualified candidates for the
position of:
Title : Administrative Officer
Duty Station : Jakarta, Indonesia
Report to : Operations Manager
Duration : 1 (one) year
*Aim of the Job*
The Administrative Officer, under the guidance of Operations Manager, is
responsible to support day-to-day the regional hub’s operations especially
the administrative task, including filing system.
*Roles and responsibilities*
1. Assist and support Admin team for administration and filing system
(hardcopy and softcopy) in compliance with project administration
procedures (Scienta) and Standard Operating Guidelines.
2. Responsible and process monthly operational and kitchen supplies advance
and the liquidation, tracking taxi vouchers and provide report to finance
for payments.
3. Assist and support Operations Manager in collecting data for fuel usage
including managing emission report (Carbon report) to Global Office.
4. Generate and complete the transfer request form for supplier payments to
be signed by Operations Manager; keep record of the payments.
5. Support Operations Manager in managing expatriates permit and required
legal paper and coordinate with the agent.
6. Support all staff (Jakarta and field office team) for general
administration matters (i.e flight travels, accommodation, training events,
workshop and external/internal meetings)
7. Ensure that contracts are received by partner organizations and keep
track of signed contracts to be returned, prepare payment lists for
approval by PO and authorisation by the Regional Director and proceed the
authorised payments to the Head Office and keep record of payments of
receipts overdue and inform partner organizations accordingly;
8. Support and provide administrative, logistical and contact support for
incoming visitors.
9. Support program team in the implementation of project and Project
administration related to Admin and logistic matters.
10. In charge for maintaining Medical reimbursement tracking in
coordination with finance for staff outpatient claim.
11. Compile all application from candidates and process to arrange
interview when shortlisted candidate has been selected.
12. In coordination with HR Officer maintain the proper staff leave
record compare with the attendance list.
13. Perform other related functions as required.
*Knowledge, experiences and competencies*
• Relevant academic level of working.
• Relevant work experience in: 1-3 years.
• Affinity with administrative procedures.
• Work experience in international environment.
*What do we offer? *
An inspiring and dynamic working environment, dedicated colleagues and the
possibility to work for an ambitious new international initiative.
Administrative Officer graded in Grade: 5-6 (from 1-14 Hivos’s SEA salary
grade).
*How to apply?*
To apply for this position please submit your CV and a cover letter to
hr.sea@xxxxxxxxx no later than July 8th, 2020.
Please specify the position name you are applying for (Administrative
Officer) in the ‘subject’ line of your email. Only shortlisted candidates
will be notified.
For more information about Hivos Southeast Asia, visit
https://www.hivos.org/
Opened position for national level / Indonesian nationality.
