Hivos Vacancy : Temporary Program Assistant - SEATTI, Jakarta

Hivos Regional Office Southeast Asia - Vacancy

TEMPORARY Program Assistant - SEATTI

Southeast Asia Technology and Transparency Initiative (SEATTI) is a joint initiative of Omidyar Network (ON) and Hivos. This initiative will support technology-driven civil society organizations working in areas of media and government transparency in Southeast Asia. Based in Hivos’ office in Jakarta, SEATTI aims to build a vibrant technology for transparency sector in Southeast Asia over the three-year period.  

Hivos, where SEATTI is based, is a Dutch non-governmental organisation inspired by humanist values. Together with local organisations in developing countries, Hivos seeks to contribute to a free, fair and sustainable world in which citizens - women and men - have equal access to the resources and opportunities for their development. These people are empowered to actively and equally participate in decision-making processes that determine their lives, their society and their future. Hivos is committed to the poor and marginalised in Africa, Asia and Latin America. A sustainable improvement in their conditions is the ultimate benchmark for Hivos’ work and efforts.

TEMPORARY PROGRAM ASSISTANT

I. Supervisor

Program Manager

II. Coordination

SEA Regional Office: Programme Manager, Program Officer, Finance Officer

III. Main Responsibilities

1.     Office management

1. Office logistics
2. Arrangement of meetings
3. Arrangement of staff travel
4. Procurement

2.     Personnel

1. Implementation of personnel policy
2. Maintenance personnel administration

3.     Program Administration

4.     Adherence to Hivos Quality System

IV. Specific Tasks

1a) Office Logistics

      - Ensure that the procurement and maintenance of office equipment, assets, office supplies and services are carried out according to Hivos Quality Procedures and Standard Operational Guidelines (SOG)

- Ensure that the utilization of office equipment, assets, office supplies and services is in accordance of Hivos’ Quality Procedures and Standard Operational Guidelines.

- Ensure that the office environment is secure and healthy.

1b) Arrangement of meetings and keeping of the Manager’s and Office agenda

-  Coordinate and take  minutes of internal meetings;

-  Arrange logistics and administration for Hivos meetings and workshops;

- Plan and coordinate appointments for the Manager;

- Coordinate the overall SEATTI Program agenda.

1c) Arrangement of staff travel

- Organize official (inter)national trips for office staff;

- Provide administrative, logistical and contact support for incoming visitors.

1d) Procurement

     - Administer the procurement process in SEATTI program

2a) Implementation of personnel policy

- Ensure proper implementation of personnel policies;

- Administer staff activities such as: training, recruitment, and leave;

- Prepare contracts for new staff;

- Maintain personnel files;

- Administer staff activities such as: training, recruitment, and leave;

3) Program administration

- Ensure contracts to be send to partner organizations and keep track of signed contracts to be returned;

- Ensure timely payment of project payments

- Ensure confirmation of receipt of payments by partner organizations: inform partner organizations on transfers proceeded and register their confirmation of receipt; keep record of payments of receipts overdue and inform partner organizations accordingly;

- Register receipt of (financial) reports in the Project Administration, inform partner organizations on the receipt of reports, and forward them to Program Officer or Financial Officer for assessment, keep record of (financial) reports due and inform partner organizations in case of late reporting;

- Register relevant administrative data in the Project Administration;

- Ensure effective administration and information support services to facilitate project management and communication with partner organizations;

- Ensure proper filing of project related documentation both electronic and in hard copy.

- Provide project administration monitoring for Programme Director and related staff.

- Ensure follow up actions taken for delayed reports (for example : sending reminders to partner organisations);

- Support other Officers in ensuring proper filing of project related documentation both in electronic and hard copies.

4) Hivos Quality System

- Ensure that the correct version of the Hivos Quality System is available and used at the office;

- Ensure newly approved Procedures are timely incorporated in the RO Jakarta Quality System;

- Communicate relevant information regarding the Hivos Quality System to other staff;

5) Other

• Perform other related functions as required.

V. Qualifications

• Strong administration (secretarial) skills;
• Good knowledge of personnel and human resource issues;
• Advanced knowledge of major software applications (Excel, Word, Access);
• Affinity with Information and Communication Technologies (ICTs);
• Prior experience as an Program Assistant in INGO;
• Able to work independently and take initiatives, but also be a team worker;
• Excellent communication skills and ability to create a team spirit in the office;
• Excellent command of English.

 

Applicants should send a CV and a cover letter to: hrd@hivos.or.id with reference code 'Vac Temp. PA SEATTI'.  

Applications are requested by May 31^st, 2014

Thereafter the position will remain open until filled. Only short listed candidates will be contacted.