URGENTLY
REQUIRED
Islamic Relief Indonesia seeks a
self-motivated, serious and career oriented professional who is eager to grow with
the organization and sensitive to the humanitarian cause and core values of
Islamic Relief.
ISLAMIC RELIEF’s
PURPOSE:
To promote sustainable economic
and social development through development programmes, helping the needy
regardless of race, religion or gender.
Brief Overview of our Programme
in Indonesia
The IR programme in Indonesia was first established in 2003 with a
focus on integrated development in Banten Province.
In the aftermath of the devastating Tsunami, IR initiated a
large-scale humanitarian relief and recovery programme which continues to
remain in operation albeit now with a growing focus on sustainable development.
It was about the same time that IR also extended its developmental activities to
other parts of the greater Java island including Sukabumi in West Java and East
and West Lombok in NTB Province. Later in October 2009, IR expanded its
geographic coverage to provide emergency relief, livelihoods recovery and DRR
related support to earthquake victims in West Sumatra. The agency is presently
implementing multi-sectoral emergency relief, recovery and development
interventions in Aceh Darussalam and West Sumatra with the intention to
re-establish programme activities in NTB (Lombok) and West Java.
The main sectors of
interventions in Indonesia are health, disaster preparedness, education,
shelter, livelihoods and orphans’ support. The geographical areas of
operation are Aceh, West Sumatera, and West NusaTenggara
provinces.
Islamic Relief are looking for some positions as mentioned below:
1.PROJECT COORDINATOR / HEAD OF OFFICE
Reporting lines:
Post
holder reports to : PROGRAMME COORDINATOR
KEY DUTIES AND
RESPONSIBILITIES:
- Represent IR Management in the field as head of office
- Provide strategic leadership and planning in the field
- Ensure quality of program is reflecting IR Indonesia key values
- Manage, administer and support the project staffs and activities to efficiently and effectively achieve the project goal and objectives
- Develop the annual work plan in collaboration with government
- Involves a high degree of good communication with all level of stakeholders
- Provide regular reports to IR Indonesia program coordinator and maintain a high standard of work in all project components
- Participate in IR Indonesia program development and expansion
- Actively involve in project monitoring and evaluation activities according to schedule, budget and quality
- Ensuring the implementation HAP standards, Sphere standards in the project
- Ensuring IR gender policy are part of the work carried out and ensuring women’s consultation and participation in activities
- Other task as directed by the line manager
SKILLS AND COMPETENCIES:
- Highly organized, self-motivated using innovation and creativity, possessing high integrity
- Having experiences in project management cycle
- Have good interpersonal and communication skills in order to maintain an acceptable working relations with stakeholders
- Ability to work under pressure at times while maintaining high quality results
- Accurately care for project funds in accordance with the established guidelines and policy; some basic knowledge in bookkeeping principles is an advantage
- Proven by management, coordination and networking abilities with 3-4 minimum of working experiences in managing projects.
- University degree in management, social science, environment, health and other relevant studies.
- Strong interest in development work with respect for confidentiality and commitment to Islamic Relief overall aims and objectives, including gender, equality and equal opportunities in all aspects of Islamic Relief’s work.
- Be flexible in work directives from managers
2. ADMIN
AND FINANCE ASSISTANT
Reporting lines:
Post
holder reports to : Office in Charge
Subordinate/s: Cleaner
KEY DUTIES AND
RESPONSIBILITIES:
General :
- Provide and ensuring office supplies
- Ensuring IRI asset and equipment’s are in good conditions and well maintained.
- Ensuring report and record of asset and equipment are well maintained. This shall include new assets or equipment purchased asset movement to or from other office also broken or disposable asset.
- Provide regular assets and equipment report.
- Submit Medical Claims to Senior HR and Admin Officer to be processed by the Insurance Provider.
- Monthly Compilation and Reporting staff’s Annual Leave Balance to Senior HR and Admin Officer.
- Managing office contract, Maintaining IRI office for good working environment.
- In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and ground maintenance, security, transport and similar services.
- To look after the cash and bank payments of all staff of the organization and other fund transferring to outside parties. Reporting of financial record of organization
- Managing Bill receipt and Cash Payments
- Implements payment to employees and outside parties
- Fund transferring and tax deductions
- Any other tasks will be given by the line manager
- Fulfill other task base on assign
Bank Payments
- Check that all relevant columns and cells of payment requisitions Form had been filled properly.
- Checking the Invoices raised by suppliers and vendors.
- To check that approval of competent Authority has been taken to make the payment.
- Preparation of cheques and ensure signatures thereon.
- To deduct applicable tax from each and every payment.
- Deposit of Tax in the Government Treasury, and submission of tax challenge to eligible
- To ensure delivery of checks to the suppliers.
Maintain financial record
- Keep up date all financial record (soft and hard copy)
- To operate specified financial modules/ ledgers as directed by the Finance Manager
- Keep up date budget balance of the project
Financial
Reporting
- Support office in charge in the preparation of Monthly/Quarterly/Yearly Reports for Management
- Support finance Dept in preparation of Financial Reports (i.e submit weekly bank and petty cash report)
Receipt
of Funds
- Preparation of receipts for Donors, staff & or Beneficiaries on behalf of IR
- Keep update record of receipts & ensure to deposit these amounts in IR’s official account
- Support finance Dept in maintenance of record of funds movement, ensuring availability of funds at all times and issuance of alert in so much advance that request may be moved to HQ and funds are received in the banks before its actual finishing
Bank
Liaison
- Liaison with banks to keep latest development in banking laws and regulations
- Collect bank statement in the end of each month and submit to Finance Manager for bank reconciliation purpose
SKILLS AND COMPETENCIES:
- University degree of accounting background or related field / At least Diploma/Bachelor's degree in the relevant studies
- Proven years of finance related experience in an NGO or a commercial environment
- Proven experience of analyzing, internal control, effective coordination in financial scope, work experience in multi cultural environments;
- Good facilitation skills
- Good leadership, supervisory & management skill
- Good writing and communication skill
- Excellent knowledge of computer operation (Windows, Excel, Power Point)
- At least one year experience in the administration and Finance
- At least one year experience in the community approach
- Experience of writing reports
Strong
interest in development work with respect
for confidentiality and commitment to Islamic Relief overall aims and
objectives, including gender, equality and equal opportunities in all aspects
of Islamic Relief’s work.
3. LOGISTIC
ASSISTANT
Reporting
Line:
Post
holder reports to : Office in Charge
Subordinate/s:
Driver
KEY DUTIES AND
RESPONSIBILITIES:
General :
1.
Handling
IRI (Nusa Tenggara Barat) procurement process.
2.
Ensuring
all procurement process is in line with IRW/IRI procurement policy.
3.
In
coordination with the purchase requestor monitoring the procurement contract
with suppliers, and contractors.
4.
Ensuring
the quality of the goods, works or service provided by the suppliers, vendors
or contractor are met with the contract requirement.
5.
Provide
regular procurement report.
6.
Managing
stock and distribution of project equipment.
7.
Managing
goods and equipment delivery to and from other IRI office
8.
Ensuring
that stock records are properly maintained.
9.
Ensuring
The Goods Received Notes, Goods Delivery Notes and Stock card are well
maintained and filled for every stock movement.
10. In coordination with
program staff ensuring goods hand over notes are well maintained and filled
11. Prepare,
maintain, and review purchasing files, reports and price lists.
12. Helping
Logistics Officer to compare prices, specifications, and delivery dates in
order to determine the best bid among potential suppliers.
13. Track
the status of requisitions, contracts, and orders.
14. Calculate
costs of orders, and charge or forward invoices to appropriate accounts.
15. Check
shipments when they arrive to ensure that orders have been filled correctly and
those goods meet specifications.
16. Compare
suppliers' bills with bids and purchase orders in order to verify accuracy.
17. Locate
suppliers, using sources such as catalogs and the internet, and interview them
to gather information about products to be ordered.
18. Provide regular
stock report.
19. Managing vehicles
and equipment
20. Ensuring IRI
vehicles and equipments are in good conditions and well maintained.
21. Supervising driver
and the vehicle usage
22. Maintaining fuel
record and reports for vehicles
23. Monthly
Compilation and Reporting Driver’s Over Time to Senior HR and Admin
Officer.
24. Any
other tasks will be given by the line manager
SKILLS AND COMPETENCIES:
- Administration / Law / Management / At least Diploma/Bachelor's degree in the relevant studies
- Good facilitation skills
- Good leadership, supervisory & management skill
- Good writing and communication skill
- Excellent knowledge of computer operation (Windows, Excel, Power Point)
- At least one year experience in the logistic
- At least one year experience in the community approach
- Experience of writing reports
- Strong interest in development work with respect for confidentiality and commitment to Islamic Relief overall aims and objectives, including gender, equality and equal opportunities in all aspects of Islamic Relief’s work.
4. CLEANER
Reporting Lines:
Post
holder reports to : Admin and Finance Assistant
KEY DUTIES AND
RESPONSIBILITIES:
General :
1. Clean office
building floors by sweeping, mopping, scrubbing, or vacuuming them
2. Ensuring the office
building area is clean, maintain and set up and ready to use any time.
3. Service, clean, and
supply restrooms
4. Gather and empty
trash in the office by requested
5. Follow procedures
for the use of chemical cleaners and power equipment, in order to prevent
damage to floors and fixtures.
6. Requisition supplies
and equipment needed for cleaning and maintenance duties.
7. Set up, arrange, and
remove decorations, tables, and chairs to create a convenience and comfortable
situation.
8. Spray insecticides
and fumigants to prevent insect and rodent infestation.
9. Clean and polish
furniture and fixtures, windows, glass partitions, and mirrors, using soapy
water or other cleaners, sponges, and squeegees.
10. Strip, seal, finish,
and polish floors.
11. Clean and restore building
interiors damaged by fire, smoke, or water, using cleaning equipment.
12. Clean chimneys,
flues, and connecting pipes, using power and hand tools
13. Following another
instruction from Line manager
5. DRIVER
Reporting Lines:
Post
holder reports to : Logistic Assistant
KEY DUTIES AND
RESPONSIBILITIES:
General :
1. Responsible
for the day-to-day maintenance of the assigned vehicle, checks fuel, oil,
water, battery, brakes, tires, front/rear lights, etc., performs minor repairs
and arranges for other repairs and ensures that the vehicle is kept clean and
mission ready;
2. Logs all
trips, daily mileage, fuel consumption and purchases, oil changes, greasing,
etc.;
3. Assists
and advises junior drivers on vehicle maintenance and driving skills;
4. Advises
supervisor of the need for servicing and maintenance of vehicles;
5. Drives
members of the team and other officials;
6. Meets
Islamic Relief personnel at the airport and facilitates immigration and customs
formalities
7. Collects
and delivers mail or documents when required;
8. Ensures
that the steps required by rules and regulations are taken in case of
involvement in accident;
9. Responsible
for the day-to-day maintenance of the assigned vehicle, checks fuel, oil,
water, battery, brakes, tires, front/rear lights, etc., performs minor repairs
and arranges for other repairs and ensures that the vehicle is kept clean and
mission ready
10. Drives
office vehicles, in a safe and careful manner, for the transport of authorized
personnel and delivery and collection of mail, documents and other items;
11. Logs
official trips, daily mileage, fuel consumption and purchases, oil changes,
greasing, etc.;
12. Meets
Islamic Relief personnel at the airport and facilitates immigration and customs
formalities as required;
13. Ensures
that the steps required by rules and regulations are taken in case of
involvement in accident;
14. Loading
and un loading material if required to assist delivery of material more
efficient.
15. Performs
other duties as required.
SKILLS AND COMPETENCIES FOR CLANER AND DRIVER:
- At least 2 Years work experience in a similar job
- Familiar with West Nusa Tenggara (NTB) areas as more specifics (for Driver position)
- Driving Licenses (B1) for Driver position
- Good interpersonal and communication skills in bahasa Indonesia and cross-cultural environment
- Senior High school graduated is preferred.
- Good interpersonal and communication skills in bahasa Indonesia and cross-cultural environment
- Basic English conversation will be an advantage
- Proven ability to be flexible in demanding situations
- Capacity to work under time pressure and sometimes extra hours
- High level of motivation
- Attention to detail and the ability to be systematic and organized
- Takes a proactive approach to handle the jobs
- Actively establishes and maintains high standards
- Ability to work independently with reasonable skills at prioritization
- Willingness to learn and accept guidance for personal improvement
- Commitment to Islamic Relief aims, beliefs and objectives
ACCOUNTABILITY:
All Islamic Relief team members are expected to support all
efforts towards accountability, specifically to our beneficiaries and to
international standards guiding international relief and development work while
actively engaging beneficiary communities as equal partners in the design,
monitoring and evaluation of our field project
If you meet the above requirements kindly send ONLY your
Application letter and detailed CV including recommendations from 3 referees
(one of them your immediate former employer) with Photograph to: hrislamic@islamic-relief.or.id.
Please put the job title and your name in subject of your email.
Only short listed candidates will be contacted.
Closing date: 19 January
2014
