JOB DESCRIPTION
BACKGROUND
TO THE ROLE
KARINA (Caritas Indonesia) is the
humanitarian arm of the Bishops’ Conference of Indonesia based in Central
Jakarta and is official member of the Caritas Internationalist confederation.
Established in mid-2006. KARINA (Caritas
Indonesia) acts as a coordinating and facilitating body for all the 37 Dioceses
incorporated under the Bishops’ Conference of Indonesia.
REPORTING
TO
Admin
& HR Coordinator
CONTRACT DURATION
One Year Contract with review in
3 months
Job
Title : Admin
Location : East Jakarta
Division : Program
Date : A.S.A.P.
KEY
REPONSIBILITIES
The
Administration Assistant is responsible for carrying out all administrative,
logistical and support services, for both routine as well as program
activities. He/She is responsible for the effective and timely execution of
these services and for ensuring the professional quality of all outputs.
TASKS/DUTIES
- Maintaining list of incoming and outgoing communications and also distribute it.
- Preparing data base (address, phone number for CIMOS, diocesan , partner, vendor, costumer, etc)
- Preparing general letters, acknowledgement of receipt of fund transfers in bank accounts, work and purchase orders, travel authorization for KARINA’s Program Coordinator and staff of the Supporting Unit, for signatures by the Executive Director and filling it.
- Preparing any other document for Procurement (asset/stationary/consultant/trainer/evaluator, etc)
- Managing and administer the requirements of Letter of Acknowledgment with Donors in line with procedures.
- Translating documents, articles and data collected which are relevant to the work of KARINA operations in general if needed
- Responsible for processing insurance health claim, terminating and adding membership of health insurance for KARINA staff.
- Maintain a proper filing system to ensure materials/documents are suitably filed and catalogued.
- Responsible and ensure for proper storage of official documents, both for electronic copies and hard copies.
- Facilitating Karina’s funding to process any document for working relations (such as visa and other)
- Responsible for all logistical arrangements (venue, accommodations, transportations, room reservations, food and beverages, etc.), for meetings and workshops, either in KWI or in other venue.
- Responsible for arranging travel arrangements for staff members, in coordination with Supporting Unit Office. Ensure that letter of Duty, bookings/tickets are done/delivery on a timely manner.
- Responsible for IT Maintenance (such us for computer, internet and telephone)
- Responsible for maintaining an updated inventory list.
- Assist Admin & HR Coordinator for all service contracts for office building and office equipment
- Assist Admin & HR Coordinator for other agreement with KARINA’s vendor
- Assist Board Karina Member for preparing administration stuff for Board meeting)
- Any other tasks as assigned by the Office Coordinator, related to daily office activities.
WORKING
PRINCIPLES
- Deus Caritas Est., especially second part, about organized charity action.
- Knowledge of Catholic Church Structure and working mechanism
- Based on KARINA and CI guiding values and principles.
- Working in a team, internally with program staffs ad working team from other institution.
- Good planning and good implementation.
- Participatory and communicative.
- Efficient, accurate and supportive.
- No corruption, accountable and responsible.
- Transparent (have to appropriate with what had been spent and had been accepted, also show supportive evidence).
- Write Back to Office Report (to be circulated internally by Communication Officer) after attending meetings/conferences/workshops/trainings/events/site visits to project location with project partners and/or donors.
REQUIREMENTS:
- SMA/D3/S1
- Having experience in the Project Assistant or Administration 3 years.
- Good communications and interpersonal skill
- Good understanding of the work and value of Caritas.
- Knowledge of Catholic Church Structure and working mechanism
- Have skills in organize a workshop.
- Proficiency in written and spoken English.
- Computer literacy and able to operate basic applications such as Microsoft Office.
Application, CV and contact
details for 3 references should be submitted by e-mail to: eva@karina.or.id or sdmkarina@gmail.com at the latest 8 Desember 2013
