Position /
Job Tittle : Office Manager
Location
of work : Jakarta
Report
to : Country
Representative
The
American Red Cross helps vulnerable people around the world to prevent, prepare
for and respond to disasters, complex humanitarian emergencies and
life-threatening health conditions. It is a member of the International
Federation of Red Cross and Red Crescent Societies (IFRC) and works in Indonesia with Palang Merah Indonesia. Following the
completion of the Tsunami Recovery Program (TRP) in June 2010, American Red
Cross continues to develop its
Program in Indonesia with the focus on on three main areas: Health, Disaster
Management, and Organizational Development.
The functional areas of the Office
Manager are as follow:
Role and
Responsibilities
1.
Responsible for Office
Administration, Human Resource and Logistic
2.
Serve
actively as a member of the management team in managing the organization and
employee performance
3. Ensure that the management and staff receive appropriate operational, administration and logistic supports
to carry out their functions:
-
Coordinate
with PMI and IFRC on any issues related to services and/or rental space
associated with ARC occupancy in Wisma PMI
-
Manage
the workstation arrangement including meeting room in order to create a proper and comfortable
space to facilitate the staff activities.
-
Ensure the availability of sufficient office supplies and
equipments to support the ofgice and program operation
-
Ensure
that visitors are informed properly and logistics of their visit (including
welcoming package as well as visa, travel & accommodation arrangement) are well managed.
-
Contribute
to operational and administrative policies and procedures, including security.
-
Support logistic preparation and other necessary arrangement for
major internal events (i.e. meeting, workshop, or training)
-
Ensure all administrative
supports to staff including travel arrangement are provided as required
-
Manage
archiving of records with storage provider ( LANE)
-
Support Program team to prepare, monitor and keep track of
contract with external consultant
-
Actively
participate in Project Agreement development and discussions with PMI staff to
ensure they are reviewed and approved using standard template. Maintain Project
Agreement records and log
4. Manage
the implementation and administration of IFRC Human Resources practices and operational activities:
-
Ensure
that services from IFRC are received and IFRC provides maximum level support
possible – especially considering the Support services Fees that are paid to
them.
-
Collect,
track, and maintain data on employees of Jakarta and Banda Aceh office
-
Coordinate
on all HR matters with IFRC and ensure that staff associated with AmCross
program receive
information regarding HR (e.g. new/extended/ending contracts, insurance,
compensation, holidays, etc.) and that information is clearly and communicated
as required to national and international staff in a timely manner
-
Coordinate the performance management process
within ARC – specifically to encourage and monitor that managers are
consistently applying the PDP system with their teams and prepare the
documentation on a quarterly/timely basis.
-
Ensure that staff adhere to attendance
documentation (i.e. timecards) and leave procedures as established by IFRC.
-
Contribute actively to
development/improvement of IFRC staff policies and regulations
3. Ensure the
implementation of procurement process and asset management is in accordance with the AmCross/IFRC
regulation:
-
Supervise the Admin and Logistic Officer in
performing the procurement transactions for all requested order to ensure the
procedure is done properly.
-
Ensure competitive process followed on all
procurement and that process is transparent , fair and cost benefit –equals
good value.
-
Maintain the asset inventory data for Jakarta
office and ensure all assets have been recorded properly.
-
Support Program team to
coordinate with PMI and assist them with logistic procurement in
Disaster/emergency response operation funded by ARC
-
.
5. Create constant and concerted efforts to maintain
good internal employee relations and equal staff development opportunity
-
Ensure all staff is aware of
and formally acknowledged (i.e. signed statement) compliance with IFRC
policies, e.g. Code of Conduct, Security Code etc.
-
To seek out opportunities for
ARC staff to expand professional knowledge and skills development.
-
Promote and coordinate HR
development activities related to ARC staff
to maximize their potential, and motivate them, within budget parameters
-
Play an active role in
facilitating/creating a positive working environment and solid team including
help resolve conflict among staff
6. Support
the ARC team in improving the PMI performance in terms of Human Resource
Management and Administrative functional areas. Proactively determines ways to
improve PMI HR and Administrative capacities, systems and skills.
7. Interact on a regular and consistent basis with IFRC and PMI to better
understand existing operating environment, i.e. SWOT.
8. Actively interface with ARC projects to try and create synergy of
impact. One related project that will have obvious potential to interact with
the HR and Admin functional area is new Corporate Volunteers project.
Support the development of program opportunities, tasks and/other uses of
corporate volunteers within HR and Admin functional area. Interact with
corporate members of KADIN/AMCHAM to identify, with PMI productive uses for
volunteers to support HR/Admin related activities, systems or other operational
related initiatives.
Qualification
1) Education:
a)
First Degree in
Administration, Management, HR Development, Business Administration, PR, or
related field ; Masters Degree preferred
2) Experience:
a)
Minimum
5 years experience in both Office administration and HR field
b)
Minimum
3 years experience in INGO and supervisory level preferably with Red
Cross experience
c)
Understand
basic project cycle and management
3) Knowledge and skills:
a)
Good
knowledge regarding UU 13 and other regulation related to manpower
b)
Good
knowledge regarding HR functions such as recruitment, benefit
calculation, performance management, employee relation
and Industrial Relation
c)
Good
knowledge regarding administration, procurement and logistic process
d)
Able
to work with Microsoft Office including Ms Word, Excel and PowerPoint
4) Fluently spoken and written English
5) Competencies:
a)
Ability to work within context of governmental
regulation and bureaucracy
b)
Attention to detail and analytical capacities
c)
Flexible and creative especially in trouble shooting
d)
Able to work independently or in team
e)
Able to work long time or overtime to accomplish
complex task
f)
Ability to maintain confidentiality of sensitive
information
g)
Ability to manage good interpersonal
relationships
Application procedures
Please submit your application and curriculum vitae in English not later than 27 September
2013 to recruitment@amredcross.org, placing the job title in the subject
line and label your CV with your name (CV max. 200KB size). Only short
listed candidates will be notified. Applications
received after the deadline will not be considered.