CARE
International Indonesia (CII), as an international NGO, has carried out large
scale operations in Indonesia, encompassing emergency operations, transitional
activities centered on agriculture and nutrition and a range of development
initiatives in such areas as water and sanitation, health and enterprise &
economic development.
CARE International
Indonesia in Makassar (South Sulawesi)
is currently recruiting the following
position for its project:
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JOB TITLE
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GENERAL ADMIN and FINANCE SUPPORT OFFICER
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DEPARTMENT/PROJECT
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PROGRAM/BINTANG MUDA
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REPORTS TO
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REGIONAL PROGRAM MANAGER (RPM)
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JOB SUMMARY
The General Admin and Finance Support officer is
to provide administration services including procurement, personnel and
support all financial administration action for the project operation.
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RESPONSIBILITIES
AND TASKS
1.
Secretarial & Administrative Support.
a. Provide general secretarial and administrative
support to RPM and designated officers.
b. Fill in monthly petty cash and prepare petty cash
report to Finance Officer in Jakarta.
c. Assist staff in the preparation and collection of
Travel/Project Expense Report and other documents and support related to
financial matters.
d. Arrange/book flights and/or hotel accommodation
for official travel purpose for all project staff in Makassar, including
assisting the hotel accommodation booking and/or transportation arrangement
for CARE staff or consultant who visit Makassar, when necessary.
e. Arrange/prepare documents for delivery/shipping.
f. Manage incoming/outgoing telephone calls, faxes,
mails, and other correspondences; register; duplicate; circulate; and file.
g. Manage office and project filing system
(including monitoring and maintenance).
h. Administer invoice or Request of Payment (ROP)
submitted by third party, including local NGO for further processing in
Finance Unit.
2.
Asset & Procurement Support.
a. Provide asset and procurement support to RPM, PM,
and designated officers.
b. Manage asset and procurement activities and
ensure that process complies with CARE Indonesia Procurement Manual and Donor
Regulations.
c. Maintain and monitor organization’s assets,
including vehicles/motorcycles, also monitor vehicle usage log and fuel
consumption analysis.
d. Manage regional asset list for below and above
US$ 200 and under US$ 200.
e. Submit monthly asset report to Head Quarter in
1st week of each month.
f. Procure office supplies and consumables including
manage their stocks to ensure proper support to project(s) operation in
Makassar sub office.
g. Prepare contract for services and repair requests
for office equipment, office building, vehicles, etc.
h. Prepare Request of Payment (ROP) and breakdown of
invoices for office utilities, courier, and others.
i. File and document important and confidential
paperwork related to procurement for database purpose, list of local
vendor/supplier and vendors/suppliers’ profiles.
j. Update and submit Procurement Status Report (PSR)
to the Jakarta Procurement Officer.
k. Establish and maintain regional “Approved Vendor
List”.
l. Provide training and support to local partners on
CARE procurement & administrative matters.
m. Arrange/prepare documents to be shipping to Head
Quarter, other field Offices or Overseas in necessary.
n. Ensure data distribution; purchasing mechanism
and payment procedure are meet with CARE standard policy.
3.
Human Resource Support.
a. Preparing staff attendance, medical
reimbursement, leaves report, and preparing payroll calculation and all
supporting document.
b. Coordinate with HR Head Quarter if there is
personnel requisition for project purpose and other HR duties.
c. Responsible for recruitment process in Makassar
(Make a shortlist and arrange time for interview if there new recruitment
staff or consultant).
d. Responsible to maintain all personnel file staff
and consultant in Makassar.
e. Responsible to report staff’s BPJS Ketenaga
Kerjaan in Makassar, its including with all administration matters.
f. Key person who will handle labor issue and
misconduct.
g. Update employment monthly report and sent to Human Resource Unit at
Jakarta Office.
h. Provide human resource advice to RPM, PM(s), and
designated officers.
4.
Finance Support and Others.
a. Support in process Advances and its reports
(Travel, Project and General Advances) to be sent to Jakarta.
b. Ensure that all documents of Finance are filed
properly and on time.
c. Assist PO & RPM in the preparation of
letters, project data, and other reports as required.
d. Assist program staff in organizing and implementing meetings, workshops,
and conferences, cross visits, field monitoring, and other program
activities.
SUPERVISES
Guard &
Driver
QUALIFICATIONS
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