International Federation of Red Cross Job Vacancy: Administration Officer, Jakarta

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality. 

The International Federation-Country Cluster Support Team (CCST) for Indonesia and Timor Leste is looking for qualified candidates to fill the following position:

ADMINISTRATION OFFICER

Classification Level: Officer
Posting Period : 01 – 14 March 2018
Duty Station: Jakarta
Contract Type: Fixed Term
Contract Duration: 1 year (possible extension) 

Job duties and responsibilities
Procurement

• Procure goods and services for administration/country office following the Federation procurement policies and procedures and ensuring documentation complies with full audit trail standards
• Validate and reconcile invoices with GRN and Purchase Orders and submit request for payment to finance
• Maintain and update supplier database
• Provide monthly KPI report

Ensure functioning of Delegate residence

• Support with drafting the Tenancy Agreement and renewal documents with technical review from Legal and upload into the e Contracts system for approval
• Organize the signing of the Tenancy Agreement including stamping and upload the final version into the e Contracts system
• Maintain good liaison with Landlords and building managements for the office and delegates’ tenancy
• Coordinate the receiving and handover of delegates’ residence with Landlords including preparation of necessary documentations
• Guide delegates with the application of utility services for residences such as telephone, internet, gas, water and electricity
• Maintain a database for monitoring the utility bills for the delegates’ residences for analysis purpose and ensure that the bills are received and paid on time
• Organize the maintenance, servicing or repair work for delegates residences and the office premises
• Maintain and update the record of tenancy list and monitor the expiry dates for renewal or termination
• Manage the inventory list for Federation’s items at the delegates’ residences
• Guide delegates on all matters related to household and residency

Administrative Controls 

• Compile personal usage every 1st week of the month 
• Update and circulate Movement contact list
• Ensure adequate resourcing for organizing external events (trainings, workshops, meetings) and timely coordination with the extended Admin team
• Organize the arrangement and table set up for internal meetings or trainings
• Act as focal point to organize office archiving requirements and disposal document
• Implement the Administration procedure appropriately and develop as necessary

Ensure functioning of vehicle 

• Ensure the arrangement of vehicle needs, plan maintenance and provide monthly vehicle usage 
• Maintain the Fleet Wave system (update the fuel and mileage report, preparing the incident/accident report, vehicle's insurance and registration)
• Ensure the standard fleet procedures are followed by delegation drivers as per the driver’s rules and regulations, report on driver movement (dispatching - airport pickup/drops) and provide guidance

Staff Management 

• Supervise Drivers, monitor their work and provide guidance

Other Related Tasks 

• To be able to do ad hoc jobs subjected by management 
• Any other administrative tasks as may be assigned by Senior Administration Officer

Position Requirements 

• University degree 
• 3 years minimum experience in a similar position
• 3 years minimum experience in procurement and purchasing
• Experience in working for humanitarian aid organization in a develop or developing country is preferred
• Experience of local commercial & contractual systems
• Experience of working for the Red Cross/ Red Crescent is preferred
• Experience in conference / event management, preferably of international events
• Excellent administrative and business management skills
• Fluently spoken and written Bahasa and English

Only candidates meeting the above requirements are requested to apply.

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: Indonesia.hrd@ifrc.org

Please indicate on the subject heading: ADMINISTRATION OFFICER