Position Description: CDSP Administrative Officer
Department: HKL Jakarta
Section : CDSP
LOCATION: Jakarta
POSITION DETAILS:
Position title: CDSP Administrative Officer.
Reports to: HKL-CDSP Project Manager.
LIAISES WITH:
Within Company: All Departments.
Outside Company: As Directed by the
CoRO/DCoRO/Projects Office Manager/HKL-CDSP Project Manager.
MAIN PURPOSE OF THE POSITION:
HK Logistics Pty Ltd (HKL) is the Australian company whichwork on AusAID program on strengthening the national and local capacity in disaster management in Indonesia, and promoting a more disaster resilient region.
Workingclosely with the Indonesian National Disaster Management Agency (BNPB), CDSP program aim to support with around 17 national Technical assistant consultants for BNPB including up to 8 local disaster management and disaster Risk reduction program analyststo be based in targeted provinces as identified by BNPB and AIFDR.
The administrative officer will assist Program manager on the whole cycle of recruiting process including contract preparation and management of mobilization and placement.
Duties and responsibility:
- Provide quality administrative support to the CDSP in preparing project documents; entering and retrieving data; formatting and editing reports, maintaining inventory lists, letters guidelines; log incoming and outgoing mail, file in the electronic filing system; dispatch outgoing letters in a timely manner; interact with government officials as necessary; Assist in monitoring of the project budget, and key milestone dates for tasks.
- Process consultant contracts, appointment letters, process and follow-up payments. Maintain project and other records in accordance with system in the work unit; ensure smooth flow of informationsamong other consultants or team in the unit.
- Provide logistical support for missions and participate in missions, if required, under specific terms of reference. Participate in wrap-up, internal team meetings (including meetings through audio/video-conferences), seminars/workshops; follow up on requests from team members and correspond with them appropriately.
- Provide back-up support to other consultants as required by the work program, especially during peak periods/absences including undertaking ad hoc official duties as may be assigned.
- undertaking routine tasks for the preparation team including photocopying, printing, and making travel arrangements.
Others:
- Willing to travel out of town if needed.
- Willing to work during weekend if needed.
- Working experience at Travel Agentwould be an advantage.
- Has the ability to organize 5 – 10 staff.
- Has a strong commitment.
Please send your CV mentioning the position applied to infrastructureJK@hklogistics.com.au.
Closing date 12 May 2013.
Closing date 12 May 2013.
