Care International Job Vacancy: HR & Admin Officer - Kupang, NTT

CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and enterprise & economic development.

CARE International Indonesia in Kupang (East Nusa Tenggara-NTT) is currently recruiting the following position for its project: 

JOB TITLE: HR & ADMIN OFFICER
DEPARTMENT/PROJECT: PROGRAM/ADVANCE
REPORTS TO: PROJECT MANAGER

JOB SUMMARY

The HR and Admin Officer is responsible to provide secretarial and administration services to all project staff in Kupang Sub-Office, and provide Human Resource (HR), Administration & Procurement support to Project Manager(s) (PMs), and designated officers.

RESPONSIBILITIES AND TASKS 

Secretarial & Administrative Support.

• Provide general secretarial and administrative support to PM(s), and designated officers. 
• Fill in monthly petty cash and prepare petty cash report to Finance Officer in Kupang.
• Assist staff in the preparation and collection of Travel/Project Expense Report and other documents and support related to financial matters.
• Arrange/book flights and/or hotel accommodation for official travel purpose for all project staff in Kupang, including assisting the hotel accommodation booking and/or transportation arrangement for CARE staff or consultant who visit Kupang, when necessary
• Arrange/prepare documents for delivery/shipping.
• Manage incoming/outgoing telephone calls, faxes, mails, and other correspondences; register; duplicate; circulate; and file.
• Supervise the operation of the photocopy machine.
• Greet, escort and direct visitor(s) at Kupang sub office to get the required information or prior to meet the intended/appropriate staff.
• Manage office and project filing system (including monitoring and maintenance).
• Maintain updated list of important telephone numbers such as police, hospital, fire brigade, etc. and share it with staff.
• Administer invoice or Request of Payment (ROP) submitted by third party, including local NGO for further processing in Finance Unit.

Asset & Procurement Support.

• Provide asset and procurement support to PM, and designated officers.
• Manage asset and procurement activities and ensure that process complies with CARE Indonesia Procurement Manual and Donor Regulations.
• Maintain and monitor organization’s assets, including vehicles/motorcycles, also monitor vehicle usage log and fuel consumption analysis.
• Procure office supplies and consumables including manage their stocks to ensure proper support to project(s) operation in Kupang sub office
• Prepare contract for services and repair requests for office equipment, office building, vehicles, etc.
• Prepare Request of Payment (ROP) and breakdown of invoices for office utilities, courier, and others.
• File and document important and confidential paperwork related to procurement for database purpose, list of local vendor/supplier and vendors/suppliers’ profiles.
• Update and submit Procurement Status Report (PSR) to the Jakarta Procurement Officer.
• Ensure data distribution; purchasing mechanism and payment procedure are meet with CARE standard policy.

Human Resource Support.

• Preparing staff attendance, medical reimbursement, leaves report, and preparing payroll calculation and all supporting document. 
• Coordinate with HR Head Quarter if there is personnel requisition for project purpose and other HR duties.
• Responsible for recruitment process in Kupang (Make a shortlist and arrange time for interview if there new recruitment staff or consultant).
• Responsible to maintain all personnel file staff and consultant in Kupang.
• Responsible to report staff’s BPJS in Kupang, its including with all administration matters.
• Key person who will handle labor issue and misconduct.
• Update employment monthly report and sent to Human Resource Unit at Jakarta Office.
• Provide human resource advice to PM(s), and designated officers
• Provide training and support to local partners on CARE procurement & administrative matters.

Reporting & Other Support.

• Provide asset report to IT & Asset Management Officer at Kupang Sub-Office & Payroll/Procurement Officer HQ on regular basis. 
• Assist PM in the preparation of letters, project data, and other reports as required.
• Assist program staff in organizing and implementing meetings, workshops, and conferences, cross visits, field monitoring, and other program activities. 
• Provide translation support (English to Bahasa Indonesia or vice versa) to project(s), when required.

Other

• Any other assignment as requested by Supervisor or CARE management.

SUPERVISES:

Drivers (2), Guards (2), Office Helper (1)

QUALIFICATIONS

• Education: Minimum Bachelors Degree in Administration or Management. 
• Experience: Minimum 3 years experience in administration or HR.
• Specific Technical Skills:
• Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision.
• Ability to communicate in English is preferable, excellent in Bahasa.
• Strong inter-personal and communication skills
• Ability to operate standard computer programs (Window, Excel, Outlook & Internet, PowerPoint).
• Ability to build and work in teams.
• Able to handle petty cash.
• Trustworthiness, integrity, good analytical thinking and attention to detail.
• Ability to work under pressure and tight deadlines.  
• Ability to work in a team and a Customer satisfaction oriented.

TERMS OF OFFER
CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment, and women candidates are encouraged to apply. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position code in the email subject.

Please submit your applications before December 02, 2015 to CARE International Indonesia, Human Resources Unit:
recruit_823@careind.or.id
"Only qualified applicants will be shortlisted"