As part of its response to the Central Sulawesi Earthquake and Tsunami, Tearfund is looking for an experienced Program Support Officer (PSO) to support the effective implementation of partner led response and recovery projects
We are looking for a person with at least two years of experience in the non-government sector in Indonesia. Applicants should have previous experience and expertise in documentation, HR and office administration, and logistics support. The candidate should be a self-motivated, servant hearted and proactive individual, with good time management and an eye for detail.
The position is based in Jakarta, Indonesia. The person should be willing to travel up to 6-7 weeks a year to Central Sulawesi and other parts of the country as required.
The candidate should be an Indonesian national or have the right to work and live in Indonesia. The candidate should be a team player with excellent written and verbal communication skills in English and Indonesian Bahasa, good interpersonal and communication skills and ability to work well in a cross-cultural setting.
Detailed Job Description
Main purpose of the job
- As part of the Indonesia Response Team the selected candidate will provide support to the Tearfund Indonesia Programme, contributing to the efficient implementation of the country operation and coordination of closure of the country programme.
- Grade: 4
- Contract type: National staff
- Reports to Response Manager (RM), Indonesia
- Closely coordinates with Grants & Information Officer (GIO), Finance Manager (FM), International Logistics and Finance, Global HR, and Asia Team.
- Contract length: One year, with possibility to extend
- All staff are expected to live out Tearfund’s values as they represent Tearfund externally.
- The post-holder will be expected to behave in accordance with Tearfund’s Code of Conduct as referred to in the Personal Conduct Policy.
- The post-holder will, at all times, carry out their responsibilities with the utmost respect for the protection of children in accordance with Tearfund’s Child Protection Policy.
- All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund’s strategy.
- All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.
- Corporate Policies, Management Systems and Procedures
- Contribute towards the promotion and adherence to Tearfund’s Purpose, Basis of Faith, Core Values, Quality Standards and Operating Principles;
- Undertake all activities in accordance with internal management systems, operating procedures and policies, and monitor field-based work to maintain compliance;
- Ensure strict compliance with Tearfund anti-fraud, anti-bribery, conflict of interest, safeguarding, anti-crime and terrorism policies within the Tearfund Indonesia Office and Local Partners.
- Programme Support Function
- Provide support to RM and team in organizing training and capacity building activities for partners in Jakarta and in Palu, document the training activities, and provide logistical support for training.
- Provide support for the day-to-day running of the country office, including buying office utilities, paying utility bills, procurement of office equipment, repair and maintenance of the office.
- Maintain up to date register of assets, and management and disposal of assets in line with the Tearfund procurement policies and procedures.
- Assist RM and team in preparing audio-visual presentation for strategic meetings and workshops as and when required.
- Support RM and team in preparing documents for networking, advocacy meetings, partner meetings, government meetings as required.
- Support the RM and GIO in preparing statutory reports for the Government of Indonesia, as per the registration requirements of Tearfund in Indonesia.
- Support GIO in data collection and management for proposal development and reporting, developing presentations and audio visuals.
- Document and record the proceedings of team meetings, workshops and training events
- Support the RM and GIO in documenting the proceedings from external meetings particularly with Government ministries and departments including Ministry of Social Affairs, Ministry of Foreign Affairs, Perlindungan Sosial Korban Bencana Alam.
- Support RM with information management in the event of future emergency response by collecting and collating information from different sources, including BNPB, MoSA, AHA Center, UNOCHA and other government and non government sources.
- Support RM in representing Tearfund to MoSA (incl. PSKBA Directorate), MoFA and other Government departments as directed by the RM and document the proceedings as required.
- Support RM in representing network meetings such as Integral, Act Alliance, START, DEC, UN agencies and other such coordination meetings as directed by the RM and document the proceedings.
- Under the guidance of the RM, provide support function to country office staff in the following areas: travel coordination; booking calendar appointments; coordinating visitor schedules including booking accommodation and internal flights; support in planning, booking and organizing events and training workshops.
- Assist RM in collecting the bills/invoices/receipts for spending done through Tearfund credit cards and consolidate the documents.
- Carry out all relevant administrative functions relating to the programme implementation in Indonesia.
- Assist RM in carrying out HR functions such as recruitment, maintaining staff records, organising briefings and inductions.
- Responsible for overall office administration.
- Manage the casual staff for office maintenance/cleaning.
- Support with payment of bills, maintenance and cleaning of leased apartments.
- Perform other duties as assigned by the RM or any person authorised by the RM.
- Support RM in resourcing and implementation of Tearfund’s staff development policy, including personal development planning, across the programme in a way that is consistent and transparent.
- Support RM and team in the management of visitors to the programme and delegations from the government.
- Assist RM to maintain the safety and security policies for Indonesia and implement the protocols and guidelines.
- Support RM and team to maintain an effective and inclusive team working environment and building a team spirit through organisation of regular meetings and events.
- Clearly document, file and archive all necessary paperwork for the country operation, closedown of projects, and organise transfer from Jakarta or field sites and shipping of relevant documents to the UK or Cluster office.
- Under the guidance of RM, travel to field sites in Palu or other such areas as required to support closure of field office and disposal of assets in line with TF procurement policies and procedures.
- Salary: 10,767,788.23 IDR Per Month (Gross)
- Employer BPJS (health and jamsostek) contribution
- Medical allowance for in and out patient
- 16 days of annual leave per year plus national holidays
- Additional entitled benefit in line with Indonesian manpower law and regulations
Essential
Qualifications
- Bachelor’s Degree in office administration, management, programmes or a related field.
- At least 2 years experience in providing administrative support in an office setting
- Experience in organising meetings, workshops and events
- Experience of writing and compiling communications and/or reports
- Excellent written and verbal communication skills in English and Bahasa Indonesia
- Strong interpersonal and communication skills – including working in a cross-cultural team, and with civil society organisations and Government officials
- Good computer skills including a working knowledge of Google Docs, Sheets, Drive and Gmail, Microsoft Word and Excel
- Familiarity with organizing virtual meetings on different platforms, such as google hang-out, zoom, skype, etc
- Ability to plan ahead, prioritize, meet deadlines and work proactively within a team setting.
- Good attention to detail.
- Ability to travel to the field locations, sometimes at short notice
- Excellent time management
- Committed to Tearfund’s Mission, Values and Beliefs
- Self-disciplined with the ability to work proactively, using own initiative
- Flexibility and ability to remain calm under pressure,
- Personal maturity and professional integrity
- Team player
Experience
- Experience in knowledge management
- Experience of working with Government ministries in Indonesia
- Logistics experience, including procurement processes and asset management
Please email a cover letter answering the questions detailed below and a copy of your CV to indonesia.recruitment@tearfund.org by 17.00 WIB on Sunday 1st March 2020.
Personal details (name, phone number, email, address)
- With specific reference to the Person Specification and Job Description, please summarise how your profile consisting of your background, education, training and experience make you an ideal candidate for this role? (max 600 words)
- What is your motivation in applying to Tearfund, a Christian international relief and development agency? (max 600 words)
- What is the name of the church you are currently attending? How long have you attended this church?
- How are you involved in the life of this church? (max 150 words)
- How do you live out your faith in your everyday life? (max 150 words)
- Please provide minimum two referees (including phone, email, address, job title, organisation etc). One needs to be your most recent line manager.
