Lowongan Senior Operation Officer – Jakarta based - 1 position
Indonesia (www.cwsindonesia.or.id)
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:
Senior Operation Officer – Jakarta based - 1 position
I. JOB SUMMARY: The Senior Operation Officer/Operation Manager position is required to
support the management of Office Administration and Personnel of the office,
center and temporary shelters in service areas of Jakarta. The Operation
Manager will also assist the Program Manager and with all correspondences. The position also requires
coordination/communication with all CWS
(senior) staff in service areas of Jakarta. Ability to be flexible in working with refugees and as part of a team is
essential.
II. RESPONSIBILITY & TASKS:
1. Administration Duties
· Manage the line of communication through
telephone, letters and other means of communication are functional
· Making sure that all office paperwork and other
documents are filed properly
· Supervising the arrangement of domestic and
international travel of CWS PURE
staff and CWS PURE guests.
· Assist
with the implementation of processes and procedures to improve and strengthen
internal controls in line with UNHCR rules and regulations
2. Operation Management Duties
· Preparing lease/contract for third parties
(housing, vehicles, shelters, suppliers, consultant and services, training
institution etc)
· Prepare, and monitoring the procurement, purchasing and supplies of program materials, office’s equipment and
office’s supplies including UAM temporary shelters and centre
· Monitor
the quality and timeliness of goods and services delivered to the office.
· Control
and check the monthly accounts and various administrative activities
· Ensure that procurement procedure are respected
and conducted within proper administrative regulation.
· Ensure that the assets and equipment are
functional to support project implementation and conduct proper follow up to
avoid disruption of services
· Maintains office efficiency and services by
planning and implementing office systems, procedures, layouts and equipment
purchasing and layout.
· Develop and Maintain/update record of office or shelters’ supplies/ office
maintenance/ office inventory lists
· Submit monthly report of inventory of assets,
equipment and supplies to Program Manager for onward submission to UNHCR
· Responsible to coordinate the office, shelter and
centre keys and securities
· Manage and Coordinate the usage and maintenance
of office’s vehicles and equipment
· Supervising the fleet management including
ensuring proper record of vehicles’ logbooks
· Complete operational requirements by scheduling
and supervising the assigned support staffs.
· Monitor
the day-to-day administrative operations of the office.
· Assist the refuges in emergency situation
(refugees’ documents, hospitalization, etc.) as required
· Act as a liaison with wide range of stakeholders
(government institutions, UNHCR, NGO networks, etc.) as required.
· Responsible for all office safety and security
aspects in coordination with Program Manager and HR Coordinator
· Assist Program Manager, Deputy Country Director
in all administration related issue.
3. Personnel
Administration
· Managing the personnel administration, for
example : making sure that attendance records being filed and filled properly, logged/update
and maintain leave requests, travel requests, in coordination with and guidance
of Human Resource Coordinator verify medical insurance claims and outpatient
claims, overtime calculation in coordination with HR Unit Officer and HR
Coordinator.
· Handle Insurance and benefits of staff in
coordination with HR Unit.
· Manage, coordinate and maintain the security
providence in each of CWS properties in coordination with the HR Coordinator
and Deputy Country Director – Operation.
· Monitor
the day-to-day personnel operations of the office.
· Coordinate
training and capacity-building activities to staff in administrative related
areas
4. Communication and Coordination
· Communicate
and coordinate with Program Manager and other Program Officers on
administration issue
· Communicate and coordinate with HR Staff related
to personnel issues
· 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
5. Others
· Do other tasks as requested by the Program
Manager and Deputy Country Director.
Requirements:
· Hold Minimum degreein Economics, or business administration or any other social science field.
· Experience 5 years working in INGO or International
environment
· Ability to interact and communicate with wide range of
stakeholders (NGO networks, government institutions, Donors, suppliers, and
refugees).
· Determined personality with initiative, perseverance, and
the ability to motivate and manage a team.
· Demonstrate high level of ethical commitment and
trustworthiness.
· Ability to work in
a team and or/independently with minimum supervision and to handle multi
tasking jobs
· Proven experience in manage different Organization
functions and events (training/meeting etc)
· Good analytical and problem solving skills
· Proven track record in
office management system and procedures.
· Experience with procurement and logistical issues
· Proven track record in handling
personnel issues
· Possess computer skills, including
internet-based communication/ and various office applications (Microsoft Words,
Excel, MS Access and Power Point)
· Willing to work outside working hours
in stressful and emergency situation
· Willing to travel to project sites frequently
· Experience in managing different office and
Organization properties
· Have the knowledge and understanding of different
Indonesian Government Law (tax, labor)
Applications should include a cover letter,
reflecting motivation; a CV,
Including two references; expected gross salary and
contact number by
21st June 2013. Please send applications in MS Word format
(maximum 200KB) to cwsindonesia@gmail.com
Categories:
Management,
Umum
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