Vacancy for Pre-Service Training Admin and Logistics Assistant (ALA)
The
United States Peace Corps program in Indonesia seeks qualified and motivated
candidates for the Pre-Service Training in Malang, East Java for the following:
Position:
Admin and Logistics Assistant (ALA) for Malang Area.
Duration:
February 23rd- June 6th, 2014
Number of working days:
Total 90 days, expected to work 6 days a week
during a 15-week period.
Salary
rate: IDR 266,444 per worked day.
Closing
date: January 12th, 2015
Peace
Corps Indonesia is a U.S government agency partnering with the Government of
Indonesia in the areas of technical cooperation and cultural understanding
between the two countries.
At
present, Peace Corps brings volunteers from the United States to work at
Indonesian schools to assist in the development of English Language teaching
and learning.
The
first step of the training cycle that the volunteers have to compete is the 11
weeks of intensive training called Pre-Service Training (PST). Peace Corps office is located in Surabaya and
the 2014 PST for ID-8 volunteers will be conducted in Malang. For this position, Peace Corps cannot provide
any assistance with relocation to the area, temporary housing, or with costs
for coming to Surabaya for an interview, and to Malang for work after.
Due
to U.S government regulations, the selected candidate will have to have a
security background check before being able to start working with Peace Corps.
Statement of Work
Under
the supervision of the Training Manager and the guidance of the Training and
Evaluation Assistant, ALA is responsible for administrative and logistical
support to the training staff and trainees through the duration of the
training. The candidate will work closely with the Training Manager and PST
staff, as well as with Peace Corps Partners (University of Muhammadiyah Malang
staff in particular) to organize and handle all administrative and logistical
procedures. S/he will coordinate with staffs and ensure the smooth operations
of PST daily activities and procedures.
Major Duties and Responsibilities
- Assists the Training Manager in the development and implementation of policies and procedures regarding the use of all Peace Corps and/or training site equipment and services;
- Acts as an intermediary between contracting officers and vendors, couriers cash and/or purchase orders, manage and maintain the inventory of all training supplies;
- Provides phone coverage and message taking for the PST site;
- Manages supplies and maintain training storage;
- Following PC vehicles policy, manages scheduling of all PC contracted vehicles and provide logistical support for the training program;
- Coordinates the cleaning of office and any needed meal service for training events.
- Coordinates hotel reservations for any guests, including the staff from Surabaya and resource volunteers/resource persons.
- Maintaining the staff check in record and send it back to Surabaya for any necessary Bill of Collection.
- Maintain and monitor the log book and check- out form for IT equipment used during any session of PST.
- Together with other Training Team, opening the PST office, preparing the PST house and small house compound for Resource Volunteers and other staffs coming from Surabaya.
- Coordinating with Vendor the rooms for hub days and other training events.
- Provide general administrative and logistical supports to Peace Corps Indonesia’s trainees during their Pre-Service Training.
- Preparing the logistics for Language clusters and links session.
- Making sure that LFs and CLs have the logistics that they need for activities in the clusters.
- Delivering medicines or arranging the Medical and Laboratory visit as instructed by PCMOs.
- Coordinating with Vendor the occasional transportation for trainees.
- Attends weekly staff meetings; takes notes from the meetings and debriefs.
- Maintains accurate and complete records and submit periodic and final reports as required
- Participates in training sessions as appropriate or requested;
- Other training related tasks as discussed during the weekly staff meeting.
- Performs other duties as assigned according to Peace Corps Indonesia’s needs.
Safety and Security Support
- Provides safety and security support to PC Volunteers and staff and assists in MS 270 regulations compliance.
- Knowledgeable and supportive of Peace Safety and Security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
Level and Effort
Performs
duties at PST site: Batu-Malang and
training villages during a 40-hour work-week. S/He may be required to work
outside of or in addition to normally scheduled hours to support training
events, PCTs and other post requirements. S/He may be asked to participate in occasional
meetings in Surabaya.
Occasional Money Holder
The ALA
may be required to courier cash and/or purchase orders to various vendors who
furnish supplies and/or services to PST site, or other locations as directed by
the Contracting Officer. The ALA may also be requires to courier cash to PC
Trainees or Volunteers. The ALA will not be functioning as a procurement or
disbursing official but will only be acting as an intermediary between the
Contracting or Disbursing Officer and the recipient. In the case of dealing
with vendors, the ALA will not exercise any procurement discretion concerning
the supplies or services to be purchased or the costs limits of these
purchases; these will be determined by the Contracting Officer.
Work Experience, Requirements and Qualifications
Experience
- Previous work experience in administration or logistics (preferably in an international organization)
Languages: oral and written
fluency in Bahasa Indonesia and English required.
Knowledge, Skills, and Abilities
- Good working knowledge of administrative procedures and ability to perform administrative responsibilities efficiently and in compliance with relevant regulations
- Organizational skills
- Tact and diplomacy when interacting with vendors, contractors, staff, Volunteers, and Trainees
- Good interpersonal skills
- Ability to take initiative, meets deadlines, and work with minimal supervision.
- Computer literate, user of MS Office application especially familiar with MS Word and MS Excel.
- Preferable someone who has driving license (SIM C)
Education Requirements
- University/College degree preferable
Other
Peace
Corps Indonesia will not provide any lodging for this position. Candidates from
Malang will be preferable. Else, be aware that candidate has to take care of his/her
own lodging and accommodation.
Please
submit your CV and Application Letter in English to: id-jobs@id.peacecorps.gov (in PDF
format). Please indicate ALA Application in the subject line of the email
before the closing date. - Information Detail HERE
