Tetra Tech ARD is currently accepting expressions of interest for the Administrative Officer, Tapaktuan - Aceh based on our USAID Indonesia Forestry and Climate Support Project (USAID IFACS).
USAID
IFACS seeks to reduce the threats of deforestation and climate change,
and help the Government of Indonesia (GOI) conserve the country’s
tropical forests, wildlife, and ecosystem processes (including carbon
sequestration).
JOB SUMMARY:
Under
the day to day supervision of Regional Manager and guidance from
Operation Manager, Procurement Officer and Administrative/Human
Resources Officer – Jakarta, s/he will be responsible for ensuring a
clear and effective communication, receiving guests and customers and
directing them to the officer and individuals they need, receipt and
distribution of documents and mail from outside. In addition s/he will
assist the procurement officer in procurement of goods and the
maintaining the project inventory list. S/he will report to the Regional
Manager.
MAIN RESPONSIBILITIES AND TASKS:
Office/Logistics Support
• Serve as a liaison with office landlords and management of the lease agreements and maintenance needs.
• Coordinate and manage the driver, security, and cleaning services.
• Provide
logistic support for all workshops and trainings. This will include
reserving workshop venues, preparing invitations, and other
administrative tasks as assigned by Regional Manager.
Human Resources Management
• Maintain work, leave, sick records and prepare reports as directed by the Administrative Officer.
• Assist the Administrative Officer in maintaining office policy and procedural manuals for all staff.
Procurement Services for Program Support
• Assist
in the procurement of office equipment and supplies. This will involve
following proper USAID procedures for competitive bidding, preparing
Purchase Order, and payments.
• Coordinate
with the Procurement Officer on addressing procurement issues
pertaining to VAT processing and reporting for program operation costs.
• Submission
of monthly Procurement Purchase Report (PPR) to Procurement Officer and
maintaining Procurement inventory list up to date.
Safety and Security Administration
• Maintain and update the USAID IFACS Safety and Security Guidelines and ensure compliance.
• Maintain and update the USAID IFACS Emergency Contact Rosters and phone tree.
QUALIFICATIONS (MINIMUM REQUIREMENTS):
1. A graduate degree from Secretarial Academy or University degree in relevant subject matter.
2. At
least 3-5 years of experience in equivalent administrative position,
with experience in human resources, procurement, and/or financial
management.
3. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
4. In addition, must be flexible, willing to perform other duties and work irregular hours.
5. Must be capable of working both individually and as part of a team.
6. Must also be able to create a supportive working relationship among all project teams.
7. Native fluency in spoken and written Indonesian.
8. Professional competency in spoken and written English.
9. Strong coordination and team playing skills.
10. Strong written and verbal communications skills.
11. Ability to engage in activities occurring in multiple field sites with multiple stakeholders across Indonesia.
12. Willingness to travel extensively in Indonesia.
Please submit your recent CV as of 22 December, 2013 (the latest) with subject Administrative Officer, Tapaktuan - Aceh based to: recruitment@ifacs.or.id
Tetra Tech ARD is an equal opportunity employer.
