TERMS OF REFERENCE
Position : Logistic and Administration
Officer(consultancy, 100%)Duty station/Country : Palu with
frequent travel to project sites in Donggala and potentiallySigi,
Central SulawesiReportingline
: Finance andAdministration ManagerStarting date and duration
: As soon as possible till end of Jan 2022 withpossibility of extension.
1.
BACKGROUND INFORMATION
Solidar Suisseis a Swiss NGO established in 1936 (then called Swiss Labor
Assistance). Todaythe organization is active in development cooperation and
humanitarian aid in16 countries worldwide, fighting for global fairness. In
Indonesia, SolidarSuisse became active following the devastating earthquake and
tsunami inCentral Sulawesi and immediately started to collaborate with
partnerorganizations to provide humanitarian assistance.
For therecovery phase, a comprehensive humanitarian program in the livelihoods
and DRRsectors is being implemented to support the affected people mainly in
ruralareas in Central Sulawesi.
To monitorand guide the implementation, a highly qualified team is being
established. Forthis purpose, we are seeking a motivated, skilled and
experienced person forthe position of Logistic and Administration Officer.
2. PURPOSE OF MISSIONUnder the direct supervision of the Finance and
Administration Manager,the Administration and Logistics Officer is entrusted to
support the dailyoperations and the local partner and to ensure compliance with
the InternalControl of Administrative and Finance rules and regulations. He/she
supports the Finance and AdministrationManager in all organizational,
administrative, financial and logistic mattersof the office management. He/She
will also provide technical support andcapacity building to the logistics,
finance and administration staffs of thepartner organization.
3. MAIN TASKS AND RESPONSIBILITIES
The Logisticand Administration Officer isentrusted with the following tasks:
Administration.Supportthe Finance and Administration Manager:·
Resolvingquestions related to local labor law;· Managingand follow-up all
contractual office issues and ensure timely payment of alloffice related bills
and fees;· Managingleaves schedules of all consultants;·
Supportingthe Finance and Administration Manager to ensure financial, HR
andadministrative records and filling are comprehensive, accurate, secure
and upto date. This includes, but is not limited to all contracts, agreements
and key correspondence;· Preparingminutes of meeting;·
Prepareand maintain a contact list of relevant stakeholders;·
Providingadministrative support to the mission team, including organizing
travelarrangements, meetings and other events;
Logistics &Procurement.Supportthe Finance and Administration Manager and the
partner in:
Procurement:· Preparingcontracts engaged with third parties;·
Ensuringall necessary documentation for procurements are complete, in line with
FieldFinancial and Administration Guidelines (FFAG) and filed; ·
Ensuringall items are procured in a timely, efficient and accountable manner,
andsecure best value and service benefit deals for the project;·
Participatingin procurement processes carried out by the partner organization
and ensure thecompliance of the supplier/service provider selection &
relateddocumentation as per Field Financial and Administration Guidelines
(FFAG);· Main taininga supplier database;· Ensuringthe partner manage
traceability & reconciliation between orders, contracts& deliveries, and liaise
with finance for problem solving;· Contributingto logistics and
project staff capacity building of the partner;· Assist thepartner to
ensure goods transportation means are secured as per needs.· Assist
thepartner to coordinate & follow-up deliveries & liaise efficiently
withsuppliers for problem solving.· Assist thepartner to manage periodic
inventories, stock clearance and investigations overdiscrepancies.
Logisticmanagement:· Ensuringall assets are labeled and managed according
to all relevant donor rules andregulations;· Monitoringand calculating
fuel consumption of office cars;· Overseeingand facilitating the
maintenance and repair of office equipment;· Purchaseall office supplies
and stationeries;· Any othertask assigned by the Finance and
Administration Manager.
4. REQUIREDPROFILE AND EXPERIENCE.
· Universitydegree or relevant working experience of at least 3 years·
Experiencedin Logistics or in accounting, business, finance (preferable in
logistic andadministration)· Demonstratedexperience working in
administrative, supply chain and logistical matters; withinternational agencies
is mandatory;· Workexperience in an emergency context is an
advantage;· Excellentcomputer skills; especially in Excel;· Fluent
inEnglish (written, spoken and reading);· Strongattitude to take
initiative, work autonomously and achieve results effectively;· Able to
work flexible, cope with stress and respect deadlines.
5. DURATIONAND STARTING DATE
We look for a candidate who can start as soon aspossible, with contract
duration till end of January 2022 with possibility ofextension.
If you are interested in this assignment and meetthe requirements, please send
your application including detailed CV, andcontact details of 3 referees by
e-mail with Subject “Logistic andAdministration Officer” to
recruitment@solidar.chlatest by Friday, 22 January 2021.
The candidatesfrom Central Sulawesi are encourage to apply and onlyshortlisted
candidates will be contacted
