Vacancy Announcement: Regional Administrative Assistant [Jayapura Papua Based]

Tetra Tech ARD is currently accepting expressions of interest for the Regional Administrative Assistant (Jayapura, Papua based) on our USAID Indonesia Forestry and Climate Support Project (USAID IFACS).

USAID IFACS seeks to reduce the threats of deforestation and climate change, and help the Government of Indonesia (GOI) conserve the country's tropical forests, wildlife, and ecosystem processes (including carbon sequestration).

JOB SUMMARY:

Under the day to day supervision of the Regional Administrative Officer, s/he will be responsible for ensuring a clear and effective communication, receiving guests and customers and directing them to the officer and individuals they need, receipt and distribution of documents and mail from outside. In addition s/he will assist the Regional Administrative Officer in procurement of goods and maintain the project inventory list.

MAIN RESPONSIBILITIES AND TASKS:

Office/Logistics Support

Assist in liaison with office landlords and management of the lease agreements and maintenance needs.

Assist in logistic support for all workshops and trainings. This will include reserving workshop venues, preparing invitations, and other administrative tasks as assigned by Regional team.

Finance Support

Under the supervision of the Regional Administrative Officer, issue payments, maintaining a written record of all payments with receipts, and send require financial documents to Jakarta.

Manage Petty Cash.

Human Resources Management

Maintain records of work, leave, sick and prepare reports as directed by the Regional Administrative Officer.

Assist the Regional Administrative Officer in maintaining office policy and procedural manuals for all staff.

Procurement Services for Program Support

Assist in the procurement of office equipment and supplies. This will involve following proper USAID procedures for competitive bidding, preparing Purchase Order, and payments.

Coordinate with the Regional Administrative Officer on addressing procurement issues pertaining to VAT processing and reporting operation costs.

Submission of monthly Procurement Purchase Report (PPR) to the Regional Administrative Officer and maintaining procurement inventory list up to date.

Safety and Security Administration

Assist in maintaining and update the USAID IFACS Safety and Security Guidelines and ensure compliance.

Assist in maintaining and update the USAID IFACS Emergency Contact Rosters and phone tree.

Grants

Coordinate with Grants Team and Regional Administrative Officer for the administrative and financial of grants, including provision of capacity building/training for grantees in grants management.

Ensure grantees deliverables/milestones are submitted properly in a timely manner.

Coordinate with Grants Team and Regional Administrative Officer for financial reports; review the grant financial reporting by monthly and quarterly basis and make sure the entire supporting document is properly documented.

Make sure grantees financial receipts are compliance with USAID IFACS.

Coordinate and conduct site visits to grantees to ensure their finance management compliance with USAID IFACS.

In coordination with Regional Administrative Officer, to ensure all procurement executed by grantees is in compliance with USAID regulation.

QUALIFICATIONS (MINIMUM REQUIREMENTS):

University degree in relevant subject matter.

At least 3-5 years of experience in equivalent administrative position, with experience in human resources, procurement, and/or financial management.

Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.

In addition, must be flexible, willing to perform other duties and work irregular hours.

Must be capable of working both individually and as part of a team.

Must also be able to create a supportive working relationship among all project teams.

Native fluency in spoken and written Indonesian.

Professional competency in spoken and written English.

Strong coordination and team playing skills.

Strong written and verbal communications skills.

Ability to engage in activities occurring in multiple field sites with multiple stakeholders across Indonesia.

Willingness to travel extensively in Indonesia.

Please submit your recent CV as of 31 March 2013 (the latest) with subject Regional Administrative Assistant (Jayapura, Papua based) to: recruitment--at--ifacs.or.id

Tetra Tech ARD is an equal opportunity employer.
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Vacancy Announcement: Regional Administrative Assistant [Jayapura Papua Based] via kerja-ngo