POSITION DESCRIPTION – OFFICE MANAGER
Green Prosperity Partnership
Duty station: Jambi, Sumatera
Donor: MCA-I
Client: Government of the Republic of Indonesia
Consortium lead: Euro Consult Mott MacDonald.
Duration of contract: One year extended until 2018 subject to satisfactory performance. A probation period of three months applies.
BGPP is a three-five year program supported by MCA Indonesia and managed by a consortium led by Mott MacDonald. The Partnership will work in Jambi, Sumatra in the 250,000 ha Berbak landscape. It aims to rehabilitate degraded peatland and provide enhanced and alternative economic opportunities for communities that derive their livelihoods from palm oil production and other peatland-based agricultural activities/enterprises.
Position Summary
The Office Manager in BGPP is a full-time position responsible for the smooth functioning of the Jakarta office, including managing and organising office space, office equipment, supplies, telecommunications, IT, and file management.
The office manager provides logistical and organisational support as needed for hosting program related events, managing venue bookings, arranging printing and postal services, organising staff travel, and visas and clearances for expatriate personnel.
Functional
Relationships
This full time position will:
- Report to the Finance Manager
- Be a member of the operations team.
- Work closely with all Jambi office staff
- Manage administrative support positions
- Liaise with building management
Office Management
- Support BGPP’s professional image by ensuring repairs and maintenance are done promptly and by encouraging staff to keep the office is at all times tidy and presentable.
- Promote a safe, healthy and comfortable workplace by ensure the office is clean, secure, orderly and free of hazards
- Make or arrange for the purchase of office supplies and deliveries, and ensure stationery and kitchen supplies are stocked.
- Ensure that all staff and consultants have a suitable working space.
- Respond to staffing requests for equipment, supplies and improvements that are required or will enhance the working environment.
- Maintain the asset register, and review this annually.
- Ensure reception services are available to visitors.
- Ensure photocopying, printing and other machinery is maintained and functional.
- Arrange for translations services as requested by program staff and managers
- Ensure telecommunications services and office utilities (water and electricity) are functional.
- Maintain the project filing system, both hard copy and electronic.
- Managing the office budget in consultation with the Finance Manager.
- Support new staff in obtaining visas, freight handling and customs clearances, and in finding accommodation.
- Travel, Transport, Logistics and Program-Related Administrative Support
- Co-ordinate in-house meetings and events, arranging catering, room set-up, and local transportation as required.
- Provide travel support for domestic and international travel as required by project staff, consultants and partners as requested.
- Provide logistical support for meetings, workshops and events for program managers and consultants.
- Support administrative staff as necessary during busy periods.
Supervise the office security guard and the Office Assistant. This would include allocating tasks, responsibilities and co-ordinating requests from all BGPP staff to use their services.
Supervise any cleaning, catering, or trades contractors as required.
Other
General Duties
- Follow health, safety and security policies and related plans, and actively contribute to maintaining a safe, healthy and secure workplace.
- Follow relevant risk mitigation activities in accordance with the Risk Management Plan.
- Comply with social and environmental safeguards standards as they are applied within BGPP.
- Comply with other HR policies including those related to fraud, anti-corruption, gender equality, child protection, anti-discrimination, confidentiality.
- Undertake other activities as required as requested from time to time to support the BGPP program.
Criteria
- Competency and experience in managing an office
- Experience working on large donor-funded projects
- Results-oriented, team player, and with excellent interpersonal skills
- Strong organizational and planning skills.
- Fluency in English and Bahasa Indonesia.
Interested candidates should send their CV and a cover letter that the key selection criteria by email to Kim.Janssen@mottmac.com.
Applications must be received by 5 pm (WIB) on the 11 March 2016.
Applicants should clearly indicate the position they are applying for in the email subject line.
Only shortlisted candidates will be contacted.
