Lowongan Administration /Operation Assistant
is an international relief, development, and refugee assistance agency that has
been operating in Indonesia
for many years under an agreement with the Ministry of Social Affairs. CWS
Indonesia is the field office of CWS, Inc., headquartered in New York. CWS assists the most vulnerable,
regardless of their religion, race, ethnicity, or gender.
CWS
is implementing a UNHCR-funded program in Jakarta that assists refugees
and asylum seekers to access basic services such as health care, and provides
skills training and education programs.
CWS is looking for candidates to fill
the following position:
Administration /Operation Assistant, Jakarta based – 1 position
I. JOB SUMMARY: The
Administration Officer position is required to support the administration and
secretarial job of the office in service areas of Jakarta. The Administration
Officer will also assist the Program Manager and Senior Operation Officer/Operation
Manager with all correspondence and communication concerning the project. The
position also requires coordination/ communication with all CWS staff in service areas of Jakarta. Ability to be flexible in working with
refugees and as part of a team is essential.
II. RESPONSIBILITIES AND
TASKS:
1. Secretarial
Job
· Answer telephone and relay message for office staff
· Receive and record all the incoming and outgoing
facsimiles
· Date and separate mails, and prepare mailings. Maintain a follow up system
· Log on all correspondences as required
· File office paperwork and other documents properly
· Prepare and arrange the traveling schedule,
ticketing, hotel booking and other needs
of guests and staff
1. Management of Office Administration
· Arrange and coordinate use of office vehicles and
maintenance
· Responsible to purchase office equipments and
office supplies in coordination with the Senior Operation Officer /Operation
manager
· Responsible for maintaining the day to day records/reports of office
assets and program inventories
· Coordinate and supervise the day to day cleaning
process of office, centre and shelters
· Assist in handling program procurement as requested under coordination with Senior
Operation Officer /Operation Manager and Program Officers
· In coordination with Operation Manager, arrange
different support staff schedules and daily tasks
· Assist to check office building/shelters and
equipment maintenance
· Assist to organize building, vehicles and
equipments insurance
· Assist to arrange the accommodation for refugees in
emergency situation as required
· Maintain
office inventory and stocks of office supplies. Monitor the asset management
track to ensure all admin procurements and disposal of office property are done
and recorded accurately.
·
1. Personnel Administration
· Assist in managing personnel administration, for
example, preparing different Forms ie : attendance records, and leave requests,
travel requests, medical insurance claims and outpatient claims, overtime
calculation in coordination with the Office Manager/Operation Manager & Human
Resource.
1. Communication and Coordination
· Communicate
and coordinate with Program Manager and Office Manager/Operation Manager on
administration issue
· Communicate and coordinate with Finance staff in
financial issues
· Communicate and coordinate with IT Officer in IT
issues
· Communicate and coordinate with all staff on daily
schedule and administration issues.
1. Others
· Do other tasks as requested by the Senior Operation
Officer /Operation Manager, Program Manager and Deputy Country Director.
Requirements :
· Degree in Business Administration or other relevant field.
· Minimum two years of experience working in related administration field.
· Experience working in INGO or International environment is beneficial
· Experience in manage meeting, workshop, traveling and scheduling
· Experience in preparing admin reports, attendance records and leave records
· Ability to work in a team and/or independently with minimum supervision and to handle multi tasking jobs.
· Good communication and interpersonal skills
· Good spoken and written English
· Ability to meet deadlines and prioritize workload
· Good computer skills, including internet communication and various office applications (Microsoft Words, Excel and Power Point).
· Willing to work extra hours if required.
· Willing to
travel/visit to project sites as requested.
Applications should include a cover letter, reflecting motivation; a CV,
Including two references; expected gross salary and contact number, the
latest on
21st June
2013 3Please send applications in MS Word format (maximum 200KB) to cwsindonesia@gmail.com
Categories:
Administrasi,
Logistic,
Umum
0 comments:
Post a Comment