VACANCY – HR, ADMINISTRATION AND LOGISTICS OFFICER
The Agency for Technical Cooperation and Development (ACTED) is a French non-profit organization working in over 30 countries worldwide to provide emergency response, early recovery, and development assistance to communities in need. ACTED’s interventions seek to cover multiple aspects of humanitarian and development crises through a multidisciplinary approach that is both global and local, and adapted to each context. ACTED’s vision is to establish emergency, rehabilitation, and development. ACTED aims to guarantee the sustainability of relief interventions carried out during crises by remaining in the field after the emergency to engage in long-term support to communities in food security, health, education, economic assistance, microfinance, advocacy, and cultural promotion. ACTED’s actions are needs based and identified in a participatory manner with communities in the areas where we are present. ACTED has been active in Indonesia since April 2005, assisting those affected by the tsunami and Nias earthquake and is now working to support livelihoods, community-based disaster risk reduction, and child protection in North Sumatra, Nusa Tenggara Timur (NTT), and elsewhere.
Currently ACTED open vacancy for qualified and experienced staff to be part of our project “Youth, Journalist, and Civil Society Capacity-Building Project (YJCS-CBP) in Medan, North Sumatera.” ACTED in partnership with Indonesian NGO, Kajian Informasi, Pendidikan dan Penerbitan Sumatera (KIPPAS) will implement a project to strengthen the capacity of youth, journalists, and civil society organizations to effectively exercise democratic rights and ensure genuine democratic elections in Medan, North Sumatera. The project intervention will work to achieve project’s goal 1) Improving youth, especially students understanding of their democratic rights and how to exercise them, and they engage in political dialogue, 2) Increasing journalists’ knowledge of election regulations, demonstrate commitment to ethics, and practice civic journalism, 3) Increasing the organizational and election monitoring capacity of CSOs.ACTED is recruiting a HR, Administration And Logistics Officer to be based in Medan, North Sumatera to managing all logistics, administration and human resources needs at base level and is also in charge of cash management for the Medan base. In order to apply, please submit (1) cover letter stating how your experience and qualifications meet the desired criteria below and stating your expected salary for the position applied, and (2) your Curriculum Vitae (CV) in English labeled with your name (maxiumum file size 200KB) including three (3) references who we may contact about your past employment. Applications must be submitted by e-mail to nias.administration@acted.org by Friday, February 8th, 2013. Only shortlisted candidates will be notified.
HR, Administration And Logistics Officer
Key responsibilities
I. Logistics and procurements :
- Manage project and office procurement and documentation according to ACTED’s and donor procurement regulations; ensure that related support and program staff clearly understand and adhere to these standards;
- Provide oversight of implementing partner(s) procurement related to ACTED projects; ensure that ACTED and donor standards are met and verify documentation;
- Maintain a customer or supplier database for the field office, in order to have an idea of who is supplying what in Medan;
- Communicate regularly with project staff, as well as finance, and Project Management to ensure that their needs are met in terms of assets and transportation;
- Support the program staff in organizing and delivering the project activities dealing with venue, accomodation, and transportation ;
II. Stock/Inventory:
- Ensure that all procured material/items for field office are well documented and are registered in the in asset and stock lists;
- Maintain and update the inventory follow up every time something goes into or out of the stock;
- Maintain a proper documentation every time something goes into or out of the stock;
- Maintain a tagging system for all the equipment/materials of the area office;
III. Administration
- Maintain and disseminate all administrative documents such as internal regulations, human resource manuals, and templates related to human resources and administration;
- Ensure that ACTED project offices work in accordance with ACTED Internal Regulations and Indonesia’s Labor Code;
- Provide support and guidance to the project implementing partners as necessary;
- Organize travel and provide travel request to HR & Admin Officer in Jakarta Office to arrange air tickets and Organize logistics in Medan for ACTED staff and visitors as needed;
- Ensure smooth operation and maintenance of office (clean and safe)
IV. Transportation:
- Manage motorcycle schedule of use among staff to ensure that transport is available to those who need it;
- Manage motorcycle fleet and ensure maintenance is regularly conducted, including a schedule for regular maintenance;
- Oversee fuel and maintenance contracts with external suppliers if relevant;
- Maintain a logbook system for all the motorbikes and ensure that each trip is registered, accordingly;
- Maintain a file on each vehicle/equipments which should include all the specifications (procurement docs, insurances, taxes, users manual, terrific certificate, plate number certificate, repairs/maintenance record, fuel consumption record, accident reports and etc);
- Organize agreement for taxi used in Medan and other types of transportation as needed;
V. Human Resources
- Maintain excellent and open communication with HR & Admin staff in Jakarta;
- Prepare monthly payroll documents in collaboration with finance staff;
- Manage local staff recruitment (including consultants); prepare and publicize vacancy announcements for local staff recruitment; collect and short list applications, conduct interviews with support from the appropriate manager/technical staff; check references of selected candidates;
- Prepare employment contracts, collect required documentation (ID card, photos, medical check, etc.);
- Maintain and update national personnel files according to ACTED human resources standards;
- Manage human resource needs including:
- Providing support and responses to enquiries regarding staff rules and operational policies;
- Track and conduct appraisals in collaboration with relevant supervisor;
- Managing the arrival of new staff and visitors including providing a clear briefing on ACTED human resource policies;
- Follow-up of public holidays and information on work schedule with all bases;
- Monitoring proper use of attendance sheets;
- Advise the project-level management on staffing needs and human resource strategy;
- Share information with the Program Finance & Compliance Manager in relation to staff allocation, staff budgeting, premises allocation etc.;
- Ensure timely and correct contribution of HR & Admin documents to project audit files (FLAT folders) on a monthly basis;
VI. Finance (Cashier) Daily for the Medan base:
- Voucher and cashbook: filling of voucher(s), registration of voucher in cashbook, transaction data entry, and preparation of reports on a monthly basis
- To follow up, close, and report the advance expenses requested by both national and internationall staff
- Conduct payments within the approved cash amounts, and based on complete and proper supporting documents
- Safe and cashbook checking: at the end of each day, the cashbook and the safe should be checked to verify corresponding balances
- Money transfer: registration and exchange of voucher reference between bases
- Monthly for the Medan base:
- At the end of each month: the balance in the cash book and in the safe should be checked and the cash checking statement should be established and signed by the cashier and given to the Program Finance and Compliance Officer and base coordination for verification and approval
Professional Qualifications and Skills:
- Minimum bachelor degree in Management or other relevant educational background required;
- At least four (2) years previous work experience with NGO or private sector in logistics and admin/HR;
- Good understanding of procurement procedures and documentation required;
- Fluency in English required;
- Meticulous attention to detail and documentation required;
- Problem-solving skills, result-oriented and sensitivity to gender issues required;
- Good computer knowledge (Windows, spreadsheet, word-processing, e-mail and internet);
Personal Qualities:
- Perfect ethics in regards to purchasing and handling cash required;
- Flexible and adaptable, willing to learn new skills and conform to new systems and situations;
- Able to multi-task and handle a diverse and changing workload;
- Honest, responsible, self-motivated and able to take initiative under minimum supervision;
- Ability to work as part of a team in a cross cultural environment;
