The Zoological Society of London Job Vacancy: Projects Administrator, Palembang

The Zoological Society of London is an international wildlife conservation organization with a focus on science-based and pragmatic solutions. ZSL has been active in Indonesia for about 10 years, with a particular focus on the overlap between industrial development and biodiversity conservation. ZSL’s Indonesia is based in Bogor, West Java, with existing field projects in Jambi and South Sumatera.

We are now looking for:

Projects Administrator, Palembang

Terms and Condition

Start Date: As soon as possible
Duration of Contract: One year fixed-term contract, with potential to extend
Work Area: Palembang with travel occasionally to ZSL Indonesia’s Head office in Bogor and elsewhere as required
Hours of Work: Monday to Friday from 09.00 am up to 05.00 pm
Reporting to: Dangku Projects Manager & South Sumatera Liaison

Key Internal Relationships: Finance Coordinator, HR & Admin Coordinator 

Main responsibilities
1. Office/Assets Administrative function including:

• Responsible for the safety, cleanliness and functionality of the ZSL Palembang office;
• Handling procurement of materials and equipment as needed by the ZSL Palembang office;
• Maintaining an inventory of all office and field equipment, whether movable or immovable assets;
• Monitoring the use of equipment and supplies within the ZSL Palembang office;
• Coordinating the maintenance and repair of office and field equipment in the ZSL Palembang office;

2. Secretarial administrative function including:

• Keeping a record of the movements of ZSL Palembang office staff;
• Maintaining the staff absence and annual leave records and their weekly diaries;
• Dealing with office/project correspondence, incoming and out-going emails, mail and faxes etc.;
• Responsible for maintaining electronic and paper filing of project documents (letters of correspondence, reports, etc.);
• Assistance with the organization of numerous workshops and meetings in Palembang and project area/s;
• Other secretarial administration tasks (e.g. photocopying, printing, binding etc.)

3. Financial Admin administrative function including:

• Assist on payment of office regular monthly bills (electricity, water, wifi-phone); 
• Assist PM with preparation of the Quarterly Budget Request to Bogor Office;
• Assist with the implementation of financial policies and procedures in line with the ZSL Employee Handbook / Standard Operating Procedures (SOPs);
• Responsible for maintaining financial files and records in a complete and orderly filing system;
• At all times ensure financial transactions are properly recorded, verified and entered into the computerized accounting system;
• Reviewing monthly project staff expenses submitted, ensuring the accurate record of expenditure for each staff member and the correct supporting documentation e.g. receipts & approvals;
• Assist the FnC in calculating any outstanding staff expenses;
• Supervise the numbering of receipts and entry of corresponding numbers into the consolidated PM report;
• Consolidate monthly project expenditure reports from staff into correct project reports for approval by the PM and FnC;
• Assist FnC in reconciling the monthly expenditure report;
• Assist the FnC to ensure invoices/accounts payable are made in a timely manner and are supported by appropriate documentation;
• Responsible for reviewing advance requests or requests for payments ensuring complete and accurate documentation is provided prior to submission for review and approval by the FnC and PM;
• Manage the Palembang Petty Cash, including obtaining approval from the FnC for expenditure including staff advances, recording all expenditure made in the Petty Cash report, and ensuring that appropriate supporting documentation and receipts are provided for all expenditure.

Qualification and skills
A. Essential skills required for this position include

• Bachelor or Diploma in any social study; 
• Proven administration experience;
• Proven experience in office management;
• Proven experience in basic financial management;
• Good knowledge of procurement and logistics
• Competent in the use of Microsoft Excel (especially spreadsheets for financial management), Microsoft Word, and other Microsoft tools and advantage;
• Ability to work with minimal supervision
• Flexible and ability to work under pressure and to often tight deadlines;
• Ability to prioritize jobs;
• Excellent administrative and organizational skills (e.g. filing etc.);
• Excellent communication and negotiation skills;
• An ability to interact effectively with a variety of staff from various cultures and countries;
• Ability to comfortably read, write, and speak English;
• Trustworthy and high level of professional integrity e.g. to keep personal staff information in strict confidence.

B. Highly desirable skills include

• Experience of project management tools, systems and protocols desirable; 
• Previous work experience for an international NGO is an advantage; 
• Positive interest in conservation and the environment is desirable.
• Previous work for an international NGO.

Application proceduresPlease submit your application and curriculum vitae in English, relevant experience, past salary history, two referees not later than April 25, 2015, to indonesia@zsl.org, placing the job title in the subject line and label your CV with your name. Only short listed candidates will be notified. Applications received after the deadline will not be considered.

APPLICANTS WITH DISABILITIESZSL encourages applications from individuals with a disability who are able to carry out the duties of the post.