Asset Management and Liaison Officer
Duty Station: Representative Office, Jakarta
Duty Station: Representative Office, Jakarta
KNCV Tuberculosis Foundation is an international non-profit organization dedicated to the fight against tuberculosis (TB), still the second most deadly infectious disease in the world. KNCV Tuberculosis Foundation has a strong reputation in national and international TB control. KNCV is an international center of expertise for TB control that promotes effective, efficient, innovative and sustainable tuberculosis control strategies in a national and international context. We are an organization of passionate TB professionals, including doctors, researchers, training experts, nurses and epidemiologists. We aim to stop the spread of the worldwide epidemic of TB and to prevent the further spread of drug-resistant TB. As a non-profit international organization, KNCV is active in over 40 countries in Europe, Africa, Latin America and Asia. The central office is located in The Hague, The Netherlands. KNCV Indonesia consists of a dynamic team of over 90 staff members working in 10 provinces in Indonesia, all to help combat tuberculosis in Indonesia in close cooperation with the Ministry of Health.
Challenge TBKNCV is the lead partner in Challenge TB (CTB), the new USAID-funded 5-year global program to decrease TB mortality and morbidity in high burdened countries. We lead an international consortium with eight partner organizations: American Thoracic Society (ATS), Family Health International (FHI 360), Interactive Research & Development (IRD), Japanese Anti Tuberculosis Foundation (JATA), Management Sciences for Health (MSH), Program for Appropriate Technology in Health (PATH), The International Union Against Tuberculosis and Lung Disease (The Union), and the World Health Organization. The overarching strategic objectives of Challenge TB are to improve access to quality patient centered care for TB, TB/HIV, and MDR-TB services; to prevent transmission and disease progression; and to strengthen TB platforms.
Major Responsibilities:
Asset management
Asset management
- Manage and ensure the upkeep of the KNCV Master Asset Register
- Coordinate with the Procurement and Contracts Officer to ensure that all goods are put on the asset register.
- Ensure all assets are barcoded/tagged to enable asset tracking across all KNCV Indonesia offices and partners
- Undertake 6 monthly asset verification amongst all KNCV Indonesia offices and partners
- Manage the process of asset disbursal with the Indonesian Government and Donors in relation to assets that are old/dysfunctional/lost or which KNCV wish to donate to partner organizations. Ensure that all the necessary approvals are obtained and supporting documentation received.
- Moveable asset management – maintain a tracking list of assets and monitor user / movement – user should sign receipt of the asset.
- Office Stationery and supplies management – maintain stock cards and monitor use of office supplies. Undertake monthly stock control and replenish supplies as needed
- Oversee and monitor equipment leases ensure contracts are renewed and maintained as required.
Liaison
- Develop and facilitate good relations with government authorities to ensure KNCV’s legal status in Indonesia and that all permits, approvals and clearances are conducted effectively in compliance with government regulations.
- Keep up dated with the latest versions/applicable government regulations to ensure compliance with these regulations.
- Provide advice to KNCV, as well as, to staff on applicable government requirements as required.
- Manage KNCV’s Memorandum of Understanding with the Ministry of Health and ensure that KNCV fulfills its responsibilities eg reporting, monitoring and evaluation visits etc
- Arrange for all visas/KITAS, work permits, police reports and other necessary documentation for international personnel
- Organize other approvals and clearances required for the smooth operation of KNCV.
- Implement KNCV’s tax exemption process for all purchases, including vehicles permit extensions (refer to TAX-Exemption, based on Ministry of Finance nr 166/PMK.011/2012 of January 29th, 2012)
- Where needed oversee, monitor and closely work with 3rd parties (agent) in processing some legal documents to ensure they implement correctly and in a professional manner.
Office Facility Management
- Oversee the office facilities Eg. Telephone / Photocopier / Electricity / AC / Office Equipment to ensure that the office is able to operate in an effective and efficient manner
- Ensure the regular maintenance of the office and equipment including scheduling regular pest control, carpet washing, general cleaning, etc.
- In close coordination with Building Management, ensure the office is operating within the terms and conditions of the lease agreement. Arrange for any renewal documents.
- Ensure general housekeeping duties are completed and that the office is kept clean and tidy at all times
- Review and process all invoices with the required supporting documents related to office facilities and maintenance.
- Develop cost effective systems for office operational costs
- Prepare workstation and equipment for consultants and new staff
Filing/Archiving/Storing Equipment and Documentation
- Oversee the KNCV soft copy and hard copy filing of active documents in line with the agreed filing structure
- Provide and manage archiving/filing structure, both for hardcopy and softcopy documents and manage / oversee all the archiving of KNCV documents with Indoarsip
- Manage the storing of supplies, equipment & documents – developing tracking / stock list distribution
- Review and process all invoices with the required supporting documents for archiving and storage.
General
- Manage and ensure all filing (electronic and hard copy) related to assets, government permits and facilities management are kept in good order and easily accessible including Asset Register, Asset Disbursal documentation, MOU, KITAS, Work Permits, Police Registrations, Tax exemption or any other documentation related to this position.
- Consistently review relevant KNCV policies and procedures to ensure that the are efficient, effective, transparent and accountable
- Record and monitor office operational costs related to this position and help develop the yearly budget
- Act with integrity and professionalism at all times.
- Adhere to Indonesian Government, KNCV and Donor rules and regulations at all times
- Other tasks as requested consistent with the overall scope of this position.
Qualifications:
- University degree with minimum 6 years with Management/Administrative/Public Relations background
- Demonstrated experience of managing people
- Excellent report writing & analytical skills, both narrative/financial reports
- Strong Computer skills and advanced in email, word and excel
- Exceptional written and oral communication / presentation skills, in both Bahasa Indonesia and English
- Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues
- Ability to create a supportive working environment amongst all staff
- Ability to work as part of a team and independently
- Motivated, pro active and willing to learn
- Sound judgment
- Open, responsible and honest
- Punctual and reliable
- Proven problem-solving and negotiation skills
- Ability to meet critical deadlines
- Knowledge of USAID regulations
“The
KNCV offers a flexible and supportive work environment and strongly
encourages developing your skills and abilities to further your career
opportunities.”
Interested applicants are requested to
submit their CV and application to recruitment.indonesia@kncvtbc.org by
December 14th, 2014 at the latest.
Only shortlisted candidates will be notified
KNCV is an equal employment opportunity organization
