Tetra Tech ARD is currently accepting expressions of interest for the STTA Temporary Regional Administrative Assistant – Jayapura, Papua 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:
This
position is temporarily replacing the current Administrative Assistant
who will take maternity leave. Under the day to day supervision of the
Regional Administrative Officer, 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 Regional Administrative Officer in procurement of goods and
maintain the project inventory list.
MAIN RESPONSIBILITIES AND TASKS:
Office/Logistics Support
- Assist in liaison with office landlords and management of the lease agreements and maintenance needs.
- Assist in logistic support for all workshops and trainings. This will include reserving workshop venues, preparing invitations, and other administrative tasks as assigned by Regional team.
Finance Support
- Under the supervision of the Regional Administrative Officer, issue payments, maintaining a written record of all payments with receipts, and send require financial documents to Jakarta.
- Manage Petty Cash.
Human Resources Management
- Maintain records of work, leave, sick and prepare reports as directed by the Regional Administrative Officer.
- Assist the Regional 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 Regional Administrative Officer on addressing procurement issues pertaining to VAT processing and reporting operation costs.
- Submission of monthly Procurement Purchase Report (PPR) to the Regional Administrative Officer and maintaining procurement inventory list up to date.
Safety and Security Administration
- Assist in maintaining and update the USAID IFACS Safety and Security Guidelines and ensure compliance.
- Assist in maintaining and update the USAID IFACS Emergency Contact Rosters and phone tree.
Grants
- Coordinate with Grants Team and Regional Administrative Officer for the administrative and financial of grants, including provision of capacity building/training for grantees in grants management.
- Ensure grantees deliverables/milestones are submitted properly in a timely manner.
- Coordinate with Grants Team and Regional Administrative Officer for financial reports; review the grant financial reporting by monthly and quarterly basis and make sure the entire supporting document is properly documented.
- Make sure grantees financial receipts are compliance with USAID IFACS.
- Coordinate and conduct site visits to grantees to ensure their finance management compliance with USAID IFACS.
- In coordination with Regional Administrative Officer, to ensure all procurement executed by grantees is in compliance with USAID regulation.
QUALIFICATIONS (MINIMUM REQUIREMENTS):
- University degree in relevant subject matter.
- At least 3-5 years of experience in equivalent administrative position, with experience in human resources, procurement, and/or financial management.
- Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
- In addition, must be flexible, willing to perform other duties and work irregular hours.
- Must be capable of working both individually and as part of a team.
- Must also be able to create a supportive working relationship among all project teams.
- Native fluency in spoken and written Indonesian;
- Professional competency in spoken and written English.
- Strong coordination and team playing skills.
- Strong written and verbal communications skills.
- Ability to engage in activities occurring in multiple field sites with multiple stakeholders across Indonesia.
- Willingness to travel extensively in Indonesia.
Please submit your recent CV as of 6 June, 2014 (the latest) with subject STTA Temporary Regional Administrative Assistant – Jayapura, Papua based to: recruitment@ifacs.or.id
Tetra Tech ARD is an equal opportunity employer.
