1. Ensures administration and implementation of the project operational strategies focusing on achievement of following results:
q Full compliance of administration and procurement activities with the Partnership’s policies and standard operating procedures, proper functioning of a client-oriented general administration services
q Arranges appointments and maintains calendar of project activities and responds to routine inquiries
q Maintains leave monitoring and daily attendance records for all project staffs
2. Ensures administration of reports, correspondence and related document focusing on the achievement of the following results:
q Maintains, logs, files and updates all program related administrative records, this will include, but not limited to, reports of consultants, advisors, and or media campaign material produced by the project. This task also involve the providing the necessary documentation and produced materials for unanticipated exhibitions where the cluster participate
q Establishes and maintain a coherent filing system for the project as a whole and an up-to-date list of contact addresses and other record systems where necessary
q Drafts correspondence, minute of meetings, and reports form plain copy, corrected copy, forms, handwritten or rough draft material and printed matter. The distribution of minute of meeting, both occasional and periodical shall be distributed to all cluster member, and to be followed up for trouble shooting and feedback. Collects data and assists preparation of reporting.
3. Ensures management of travel and meeting arrangement focusing on the achievement of the following results:
q Organizes meetings, workshops and training sessions
q Organizes travel arrangement and assists in compiling expenses travel reports
q Prepares budget for meetings, collects the quotation from respective vendors for logistical support
q Monthly log book of travel arrangement that will produce report on travel expenditure (i.e airfare ticket, DSA, and others travel related expenses)
q Liaise with appointed travel agent on follow up of cancelled ticket and its refund.
4. Ensures the procurement and logistical services focusing on the achievement of following results
q Monitors office and equipment supplies for the project
q Participates in the preparation of procurement plans and processes for the project
q Participates in the process of procurement of goods and services including opening bids/quotations and evaluation in full compliance with the Partnership’s rules and regulations
q Preparation of purchase requisition and assistance in purchase order creation
q Maintain records on equipment, and act as focal point for asset safeguarding
5. Ensures support of implementation of financial operational strategies, adapts processes and procedures focusing on the achievement of following results
q Full compliance with the Partnership’s rules and regulation of financial processes, financial records and reports and audit follow up, implementation of the effective internal control framework
q Update status of office cost expenditures incurred by existing staff within the cluster
6. Ensures effective support of project financial transaction focusing on achievement of the following results
q Checks and verifies all incoming invoices or request or payment and follow up with relevant parties on incomplete or inappropriate documentations
q Prepares of request for payment and monitors status to ensure payments are done in timely manner
q Proactively follow up on pending payments for vendors, grantees or other parties
7. Ensure the project information update in the Project Tracking System that meets the PME Unit’s requirement
q Update the projects data information in the Project Tracking System
q Update data filing and filling in the Project Tracking System
q Fill the project proposal activity’s SEG Unit in the Project Tracking System
Education and Skill:
Minimum D3 in Accounting, Business or Public Administration, or other major with relevant working experiences in financial and administrative nature of works.
Have good knowledge and relevant experience (two years at the minimum) in financial and administrative matter
All Applicants are also expected to do the following:
Maintain communication and coordination with partners and executing agencies, government agencies, and other related parties.
Maintain strategic partnerships and networking with partners and executing agencies, government agencies and other related parties.
For further detail, please check Kemitraan’s website: www.kemitraan.or.id
Please send your CV and application letter to firstname.lastname@example.org. Only shortlisted applicants will receive a response from our Human Resources Unit. Applications must be received by April 7, 2017.