Lowongan Kerja Office Manager for Yayasan Rumah Energi, Jakarta

Background

Yayasan Rumah Energi (YRE) has entered into an agreement with Hivos to assist in the implementation of the Indonesia Domestic Biogas Programme, also known as BIRU Programme, which will continue until 31 December 2013.  The BIRU Programme aims at the development of the Indonesia domestic biogas sector and build at least 8,000 biodigesters before the end of the programme. Under IDBP YRE is expected to produce 3,545 biodigesters during 2013, providing access to biogas for 17,725 people.

The overall objective of the Indonesia Domestic Biogas Programme is to disseminate domestic bio-digesters as a local and sustainable energy source through the development of a commercial, market oriented sector in selected provinces.

For this project, Yayasan Rumah Energi is looking for a dynamic Indonesians national to fill the followingpositions:

Office Manager jakarta (on Jakarta)

Responsibilities & tasks

The Office Manager (OM) is responsible to organize and supervise all of the administrative activities, human resources matters and procurement tasks in order to facilitate the smooth running of the office. The OM is expected to be accurate and punctual and makes him/herself available to provide support during business hours and is willing to work flexibly in response to changing organizational requirements. The OM will provide support to programme activities (including those at field level) and will also provide support to the Foundation and its Board members.

Specific responsibilities:

• General office management and secretarial tasks:
• Responsible for day-to-day office management and planning strategically to keep the office activities is running smooth and well organized
• Maintain well-ordered administration and filing system in compliance with Standard Operating Guidelines
• Keep stock of basic item such as letterhead, envelopes, stationery, paper, toner etc available for normal use.
• Providing, distributing, and tracking office supplies and office sundries
• Maintaining and monitoring office equipments
• Proposing and arranging insurance for properties or assets if necessary
• Tracking and monitoring communication utilities
• In liaison with the Board of the foundation, Finance Manager and other staff to maintain and review consultant/ third party contract and agreements.
• Responsible for coordinating and/or administering travel arrangements; manage complex conferences/meetings maintain the travel/meetings schedule for reference by other staff;
• Responsible for arrangements on special events such as workshops, trainings and other activities.  S/he will also develop and maintain relationship with travel agencies, tour, hotel and other agencies in relation to logistical support.
• Undertake office telephone reception, including taking messages for other staff.
• Provide administrative and secretarial support to the Board of the foundation and other Senior staff, including drafting and sending standard letters on behalf of the foundation
• Update contact list
• Coordinate and make minutes of internal meetings (and external meetings when required.
• Keeping updated legal status of Yayasan including but not limited to: domicile letter and permits

• Human Resources
• To provide HR support to the foundation in liaison with Board of the Foundation and Finance Manager
• Provide staffing and recruitment support and induction of the new staff 
• Manage administration of the HR in adherence to Company regulation and Standard Operating Guideline
• Assist in conflict resolution
• Manage and maintain required document of all employee including expatriates’ employment (if any).
• Facilitates compensation process and benefits administration, including but not limited to benefit reimbursement (insurance and own arranged benefit)
• Collect and submit Timesheets to Finance Manager
• Administer any required reporting employment to responsible government Body.
• Ensure that all HR matters and files are treated in the strictest confidence at all times.

• Procurement:
• Undertake procurement activities as needed by the programme in cooperation with other staff
• Liaise with counterparts, vendors and other stakeholders of the BIRU programme
• Maintain professional relationships with suppliers to help smooth the procurement process

Requirements

• Minimum D-3 Secretary/ Administration
• Minimum 3 years work experience, preferably in similar industry
• Minimum 2 years experience in similar position/responsibility
• Proven experience working in an administration or operational role.
• Proven office organizational and file management skills, strong ability to multi-task
• Active English (written and verbal)
• Strong administration (secretarial) skills
• Good knowledge of personnel and human resource issues
• Demonstrated high computer literacy: particularly with programmes in Microsoft Office, experience in database will be an advantage
• Able to work independently and take initiatives, but also be a team worker
• Good personal skills such as: communication teamwork; self motivation; demonstrable initiative and attention to detail.
• Understanding of and ability to work with policies and procedures of an organization.
• Well developed writing skills.
• Ability to priorities, plan and organize work in a busy environment.

Information

Applicants should send their application and CV (including three references) in pdf file to: hrd@rumahenergi.org with position code as email subject.  Applications are requested by 21 February 2013 at the latest; thereafter the position will remain open until filled. Only shortlisted candidates will be contacted. For more information please see www.biru.or.id

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