Job Vacancy: Office Manager - CWS Indonesia, Jakarta

CWS Indonesia is an international relief, development, and refugee assistance agency that has been operating in Indonesia for many years under an agreement with the Ministry of Social Affairs. CWS Indonesia is the field office of CWS, Inc., headquartered in New York. CWS assists the most vulnerable, regardless of their religion, race, ethnicity, or gender.

CWS is implementing a UNHCR-funded program in Jakarta and Bogor that assists refugees
and asylum seekers to access basic services such as health care, and provides skills training and education programs.

CWS is now looking to fill the following position:

Office Manager:Jakarta
based - 1 person
Duration of contract: 5 months

Requirements:

• Hold Minimum Diploma(D3) in Administration and Management or related field.
• Experience working in INGO or International environment is beneficial
• Ability to interact and communicate with wide range of stakeholders (NGO networks, government institutions and refugees).
• Ability to work in a team and or/independently with minimum supervision and to handle multi tasking jobs
• Experience in manage the meeting, training, traveling and scheduling (staff, vehicles, etc)
• Experience in handling office management system, documentation, procurement  process and procedures
• Possess computer skills, including internet-based communication/ and various office applications (Microsoft Words, Excel, MS Access and Power Point)
• Willing work outside working hours in stressful and emergency situation
• Willing to travel to project sites frequently  

I.         JOBSUMMARY: The Office Manager position is required to support the management of Office Administration and Personnel of the office, center and shelters in service areas of Jakarta and Cipayung, Bogor. The Office Manager will also assist the Program Manager and Deputy Country Director with all correspondences.  The position also requires coordination/communication with all CWS (senior) staff in service areas of Jakarta.  Ability to be flexible in working with refugees and as part of a team is essential.

II.                 RESPONSIBILITY & TASKS:

1.  Administration Duties

• Answer telephone and relay message to office staff
• Receive and register incoming/outgoing facsimiles
• Date and separate mails, and prepare mailings
• Log and file correspondences as required
• File office paperwork and other documents properly
• Greet and provide hospitality to office’s guests 
• Arrange domestic and international travel of CWS PURE staff and CWS PURE guests.

2.  Office Manager Duties

• Preparing lease/contract for third parties (housing, vehicles, shelters, suppliers, consultant and services)
• Preparing and organizing office/center  buildings, shelters, vehicles and equipment’s insurance; vehicles’ licenses
• Preparing the purchasing of program materials, office’s equipment and office’s supplies including shelters as requested
• Assist to maintain record of office or shelters’ supplies/ office maintenance/ office inventory
• Responsible to coordinate the office keys and security
• Coordinate the use of office’s vehicles and equipment 
• Assist the refuges in emergency situation (refugees’ documents, hospitalization, etc.) as required
• Assist as a liaison with range stakeholders (government institutions, NGO networks, etc.) as required.
• Assist Office Manager, Program Manager, Deputy Country Director in Administration related issue.

3.  Personnel  Administration

• Managing the personnel administration, for example, preparing attendance records, and leave requests, travel requests, medical insurance claims and outpatient claims, overtime calculation in coordination with the Office Manager & HR.
• Handle properly insurance and benefits of staff

4. Communication and Coordination

• Communicate and coordinate with Program Manager and Deputy Country Director on administration issue
• Communicate and coordinate with Finance staff in financial issues
• Communicate and coordinate with IT Officer in IT issues
• Communicate and coordinate with all staff on daily schedule and administration issues.

5. Others
Do other tasks as requested by the Program Manager and Deputy Country Director.
 
Applications should include a cover letter, reflecting motivation; a CV, Including two references; expected gross salary and contact number by 31st  January 2013,. Please send applications in MS Word format (maximum 200KB) to caroline@cwsindonesia.or.id

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