OnTrackMedia Indonesia (OTMI) Vacancy: Operation and Finance Assistant - Jakarta

Terms of Reference

OnTrackMedia Indonesia (OTMI) is a local organization that specialises in public awareness campaigns and media consultancy with resources made of experienced journalists, experts and staffs that work to international standards. OTMI specialises in using creative campaign such as sinetron (soap operas), radio dramas and games, as well as more streamlined campaign like documentaries, training videos, media relations and journalism workshops to help people learn how to protect themselves and their communities.

OTMI mission is to educate the public about the dangers and problems that threaten their lives, livelihoods or environment through the use of media while its strategic vision remains steadfastly committed in producing carefully crafted campaigns focused on raising awareness and influencing behaviours and attitudes that promote well being and a culture of safety to the Indonesian Public. OTMI initiatives on anti human trafficking campaign were nominated as one of the world’s best practices in the 2006 US State Department’s Trafficking in Persons (TIP) report by the then Secretary of State Condoleezza Rice.

Since its establishment in 2005, OTMI has provided services and partnered with CBAIC/USAID, British Embassy, British Council, European Union, UNICEF, UNFPA, World Bank, American Red Cross, Canadian Red Cross, United States Centers for Disease Control, United Nations Foundation, World Health Organization, ACILS/ICMC, Channel 4 (UK), Medco, CARITAS, IFRC, NDI, TIFA Foundation, Grand Challenges Canada, DFAT, National Scout Movement and The Ministry of National Education in providing public awareness campaigns to Indonesian public. Currently OTMI is looking for 1 (one) qualified :

Operation and Finance Assistant
Duty station: Jakarta

A. Responsibilities :

• Office administration and organisation support
•  Ensuring all tasks are carried out smoothly within the assigned area of responsibility
• Organizing and coordinating all work stages
•  Performing all daily duties in the assigned area of responsibility
• Liaising with customers in a service-oriented manner on behalf of the organization
• Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression
• Communicating efficiently with offices with which regular contact is maintained

B. Tasks

1. Support for (official) travel :

• Procures tickets for domestic and international travel as needed
• Reserves hotels, rental cars etc.

2. Event management:

• Evaluates hotel prices and negotiates better room or meeting package rates
• Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events
• Arranges programmes for visitors/short term consultants/participants, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.; Note minutes of event (process and result);

3. Administration and Finance:

• Organises and files documents in reference folders or in line with OTMI’s filing rules
• Note minutes on internal meetings;
• Prepare and check the publications or documents available at library and/or filing system;
• Act as Deputy of Office Manager including for bank handling
• Assists Finance Unit in order to prepare payroll, employee social benefit, health insurance, and withholding tax report
• Provide financial aspect support to the project and organization under the supervision from Finance Manager

4. General tasks:

• Arrange appointment for discussion and/or meeting with partners and other related stakeholders
  
• Assists in assets and inventory management of the organisations;
• Perform other duties and responsibilities assigned by Operation Manager, Finance Manager and
• Director in relation with project implementation and daily management of the organization

C. Required qualifications, competences and experience

Qualifications:

• Bachelor in business administration, accountancy or economics studies or other relevant studies

Professional experience:

•  At least 1 years’ experience in administrative, event management or finance related field
• Experiences in development project and/or organizations will be highly regarded
• Experiences in working with donor organizations will be an advantage

Other knowledge, additional competences:

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good management and organization skills
• Good communication skills
• Confidential handling of information on staff and finances
• Good degree of proficiency in English
• Good sense of humour is a must
• Have the capacity to work both independently as well as in a team setting
• Willing to undertake field travel and work under demanding conditions

D. Contract Period

• Contract period of the Operation and Finance Assistant is one year with three months probation period and could be extended thereafter.

Application should include a cover letter, CV (including three references), current salary, expected salary, available start date and contact number by Sunday, 28 December 2014 at the latest.

Please send applications indicating ‘Operations & Finance Assistant’ as the subject of your email addressed to: info@ontrackmedia.org. Only shortlisted candidates will be contacted.