CARE International Indonesia Vacancy: Program Administration And Knowledge - Jakarta

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 Head Quarter Office-Jakarta is currently recruiting the following position for its project: 

JOB TITLE: PROGRAM ADMINISTRATION AND KNOWLEDGE MANAGEMENT ASSISTANT (Temporary)
DEPARTMENT/PROJECT: PROGRAM/CIIHQ
REPORTS TO: COUNTRY DIRECTOR

JOB SUMMARY

Manage and coordinate CARE International Indonesia Program Unit by ensuring that the office receives all required administrative and program support. Responsible in assisting to the Country Director in daily operation of CARE International Indonesia (CII) Jakarta Country Office. 

RESPONSIBILITIES AND TASKS

Responsibility 1 : Administration – ensure effective, efficient and smooth administration of the Country Office Director and Program Management Unit (PMU): 

• Manage Communication (Written correspondence, phone calls, visitors) and attend to all enquiries between the CD’s office, donors, other CARE Country Offices, CARE HQs and other collaborators. 
• Initiate CD’s, Senior Management Team (SMT) and program managers’ procurement and travel requests and monitor all procedure items, which include travel service, office supplies, and equipment.
• Ensure the travel arrangements such booking ticket s& accommodation, prepare travel request form (TRF), prepare Travel Expense Report (TER) is done correctly properly, including field staff.
• Oversee all travel arrangement for CD and SMT program managers.
• Assist in the planning of the CD’s calendar, within the Country Office and outside.
• Attend to all visitors to the CD’s office and Program Managers and advice or direct them accordingly.
• Compose type and edit letters and emails as requested by the CD, ensuring effective filling and easy retrieval of the same.
• Ensure update of the Country Office’s quarterly plan by soliciting and collating brief summary responses from the various persons responsible.
• Hardcopy filing, electronic filing, printing, faxing, scanning all documents required by Country Director and Program Unit Manager.
• Coordinate the translation of documents translation in-house or external and dissemination of memo and announcement to all CII staffs both of country office and sub-offices.
• Collecting document for CD’s signature, including preparation of request for payments for items related to Country Director.
• SMT Meeting arrangement and other program meeting: collecting documents, reserve meeting room, prepare material and tools for meeting, taking minutes, draft minutes, send final approved minutes to SMT members.
• Assist with any other business, international visitors and consultants as requested. 
• Assist CD and EED Manager/Business Development Specialist in preparation of concept notes and proposals and ensure these are presented in professional manner.
• Other relevant duties as requested by CD.
• Other related tasks as may be required by program managers for time to time.

Responsibility 2 : Responsible for knowledge management:

• Together with a website consultant and in liaison with CD and PMU maintain CII Website. 
• On an ongoing basis update CARE Indonesia’s Project’s Profile and ensures that the updated information is uploaded to the website, and Minerva and Knowledge management system.
• Serve as a resource person in knowledge management.
• Sort and set up photo archive.
• Assist PMU to ensure that quarterly, biannual and annual reports are received by the CD 3 weeks prior to submission date and that they meet requirements and are in line with relevant format.
• Other duties as may be assigned by the CD from time to time.

Responsibility 3 : Responsible for other administrative support duties related to Country Office operation:

• Supervise the work schedule of one driver. 
• Check and approve Daily Vehicle log book.
• Checked and approve overtime for driver.
• Prepared and check PAR for driver.
• Assist in orientation of new staff.

Responsibility 4 : Public Relations:

• Work hand in hand with Program Support Administration Department to ensure effective and professional operations of the Jakarta office reception, ensuring that clients and the public receive a positive and professional impression of CARE Indonesia. 
• Uphold CARE’s good image at all levels, internal and external.
• Maintain a high standard of transparency and accountability in all transactions carried out with partners.

Responsibility 5 : Filing Support for Program Unit:

• Filing of all Program Reports, i.e. Narrative Reports, Annual Work Plans and Management Reports as specifically required by each project during the life time of the project itself. 
• Provide the document request for any audit process and program information requirement.
• Maintain a list of Program Reports for all projects that CARE had undertaken, as a source of knowledge for any new project development and lesson learned for other running projects.

SUPERVISES
none 

CONTRACT DURATION
± 1 (one) Month (temporary) 

QUALIFICATIONS

• Bachelor or Diploma degree in Business Administration/PR, secretarial, management, social sciences or a full secretarial qualification from a reputable institution.
• Advanced computer skill (MS Outlook, Word, Excel, and Power Point).
• Strong communication skill, negotiation, and seeking information.
• Excellent communication skills in written and spoken English.
• Excellent interpersonal skills.
• A pleasant personality and good public relations skills.
• Good personal approach.
• Attention to details.
• Good in teamwork & Collaboration
• Good Planning & Organizing.
• Ability to keep confidential information.
• Ability to adapt with changing situation.
• Ability to work in team and under pressure.
• Ability/willingness to work long hours from time to time when required excellent coordination and organization skills.

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 February 05, 2016 to CARE International Indonesia, Human Resources Unit:
recruit_836@careind.or.id

"Only qualified applicants will be shortlisted"