Title: Finance & Administration Assistant for WASH (WASH-FA)

Duty Station: North Sumatera

Responsible to: Project Manager

Coordinates with: Accountant and Administration Assistant at Country Office

Duration: February 1, 2012 to June 30, 2012 (possible for extension)

Closing date: January 17, 2012

Position Summary

Responsibilities

The role of WASH Finance & Administration Assistant is primarily to provide assistance for proper control of all supporting documents in financial and administrative aspects in WASH Project implementation. The overall goal of the WASH project is to provide good quality water and better sanitation in respective villages in a subdistrict through the installation of clean water facilities and building community organization to manage facilities. He/She will be responsible for overall financial recording activities.

Qualifications Required

• Honest and trustworthy; have high integrity, be self-motivated.
• Good communication and interpersonal skills; speaking local language (Bataknese) is an advantage.
• Ability to establish and maintain working relations in a multi-cultural environment with high sensitivity and respect for cultural diversity.
• The ability to work under pressure at times while maintaining the high quality results.
• A university degree (minimum of Diploma 3) in Accounting with at least one (1) year of working experience in a similar or related area.
• Good knowledge of spreadsheet (MS Excel) for reporting purposes and other MS Office applications.
• Attention to details, preciseness in the execution of tasks, solution-oriented working approach and negotiation skill are the basic skills required.

Job Descriptions

The WASH Finance & Administration Assistant will undertake the overall administration and financial activities, including procurement for related activities and assist the WASH team to develop strategic communication methods in transferring information and knowledge on financial management and transparency to the communities. In order to achieve this, the FA is required to undertake the following tasks:

1. Maintaining of the inventory records and receiving goods.
2. Assisting the Project Manager to prepare estimated budgets according to the detailed implementation plan (DIP) for every event on weekly and monthly basis.
3. Maintaining the proper financial/ administrative filing system in-line with ADRA’s standard.
4. Providing financial reports to the country office timely.
5. Providing any other technical supports to all operations in field office or as assigned by the Project Manager.

All applications will be treated confidentially. Please submit your letter of application and detailed curriculum vitae (CV) in English, NOT later than January 17, 2012 by e-mail to: hrd@adraindonesia.org

Subject of the e-mail: WASH-FA

Important: CV file not exceeding 200 kb

Only short-listed candidates will be notified and invited for interviews. ADRA Indonesia gives an equal opportunity employment regardless of race, gender or religion.

• Mempersiapkan semua kebutuhan administrasi proyek di lapangan
• Berkordinasi dengan team Leader untuk memastikan aturan-aturan program terkait administrasi sesuai dengan prosedur kelembagaan
• Bertanggung jawab terhadap pengelolaan administrasi proyek di lapangan
• Mengolah laporan pelaksanaan proyek yang telah diterima dari staff program maupun dari team leader
• Menjadwalkan rapat-rapat program dengan berkordinasi dengan Team leader dan Program Manager dan mendokumentasikan hasil rapat-rapat program
• Mengarsipkan dokumen- dokumen proyek
• Berkoordinasi dengan keuangan terkait pengajuan, pembelian, pelaporan kebutuhan proyek di lapangan

Kualifikasi dan Pengalaman:

• Lulusan dari segala jurusan, minimal D III.
• Menguasai program MS Office (word,excel), dan internet
• Berpengalaman kerja di bidang administrasi-keuangan minimal l (satu) tahun
• Memiliki pengetahuan mengenai kerja-kerja NGO
• Bersedia mengikuti seluruh proses dan agenda kerja lembaga
• Memiliki kemampuan berbahasa Inggris (minimal pasif)
• Komunikatif dan supel
• Memiliki jiwa volunterisme dan dapat bekerja dalam tekanan
• Bersedia kerja fulltime dan ditempatkan di salah satu kabupaten.

KYPA  memberi kesempatan yang sama kepada semua pelamar (laki-laki atau perempuan).

Hanya kandidat yang memenuhi syarat yang akan diundang untuk mengikuti interview.

Bagi yang berminat, silakan masukan lamaran via email ke: kypa_recovery@yahoo.com  & CC ke : ilalangbiroe@yahoo.co.id  dengan subject : SBDRR Jateng-lamaran ADMIN, dengan melampirkan CV
terbaru yang dilengkapi photo diri, sejarah gaji, ekspektasi gaji, dan mencantumkan 2 orang kontak referensi (Mantan pimpinan & atau yang mengetahui kapasitas pelamar).

Deadline: 11 Januari 2012 pukul 16.00 WIB

KYPA
Jalan Gito gati no. 09, Dn. Jetis RT 4 RT 36
Denggung Tridadi Sleman Yogyakarta
kontak: +85292445121

Since 15 May 2009, Hivos is running the Indonesia Domestic Biogas Programme (IDBP), funded by the Dutch government. This programme is undertaken in close cooperation with SNV Netherlands Development organization.

The Database and Administration Assistant will be recruited with the main responsibility for supporting the IDBP in the day to day office running, including:

• Collect, organize and file all incoming data reports, including pra-con forms, household agreements, completion reports, Quality Control reports, GPS coordinate data and any other data which is entered in the IDBP MIS;
• Track all documents which are missing, verify the quality and completeness of the reports before entering the data;
• Contact the sender of the data at province level to ensure that data is complete and if necessary re-sent to the NBPSO;
• Enter all data in the IDBP MIS as required in cooperation with the IT officer;
• Prepare monthly reports on the last working day of the month or first day of the following month;
• Prepare reports as requested by NBPSO staff for reporting, administrative, management and/or programme activity purposes;
• Assist NBPSO and PBPO staff to undertake payments of invoices by verifying the reports with incoming and other data;
• Assist NBPSO and PBPO staff in renewing of partnership agreements, warning two months before partnership agreements are expired and provide information about any issue related to the partnership agreements to BIRU staff and CPOs;
• Maintain and update CPO contact lists (CPOs, masons, supervisors), training information (participants, gender-specific, number and kind of training sessions) and other relevant data for IDBP;
• Perform other administrative duties as requested by the IDBP management.

Qualification:

• Relevant education, administration skills, accounting background or experience.
• High competency in Microsoft Office Software (MS Word, MS Excel, MS Access) and E-mail.
• Ability to work effectively as part of a team.
• Possess effective interpersonal and communication skills, including: being proactive and taking initiative.
• Good numerical aptitude, accuracy and fast typing.
• Fair proficiency in English.

Work experience
Minimum of 2 years relevant work experience in data processing, office administration and clerical tasks.
Applicants should send a CV and a cover letter to: hrd@hivos.or.id with reference code ‘vac Database & Admin Jakarta’. Applications are requested by 25 August 2011; thereafter the position will remain open until filled. This post is open for Indonesian nationals only. Only shortlisted candidates will be contacted.

• Assisting Finance& Operation Associate for daily activities
• Assisting Finance and Operation Associate for all payments (checks/transfers) on regular basis
• Ensure the financial reports and supporting document is photocopied before sending to Washington by monthly basis
• Sending the supporting documents by courier (DHL)
• Maintains the office petty cash account.
• Procures field office supplies.
• Maintains an inventory of office supplies and equipment
• Reporting monthly tax to Tax office
• Doing bank transaction (check withdraw, transfer, deposit) as required
• Doing Payment needed for office purpose (tax, monthly operational billing)

Administration:

• Arranging Meeting/Training (including refreshment and/or lunch) as required
• Facilitates travel arrangements (air ticket and accommodation), visa processing, travel advances and travel insurance for international travel for DELIVER staff, consultants and others as necessary;
• Create and manage filing system for HQ by payment voucher numbers as required
• Update and Maintain Filing on regular basis
• Ensure each transaction have payment voucher and their reports
• Develops and maintain a comprehensive, efficient filing system for the office.
• Develops and maintain a contact list
• Maintains collaborative working relationships with all vendors and key partners

Qualification :

• Bachelor’s degree and minimum 2 years experience in finances and admin.
• Excellent organizational, communication, and interpersonal skills.
• Excellent Microsoft Excel and Microsoft Word skills.
• Work experience in a USAID or other donor-funded project desirable.
• Experience in office management desirable.
• Attention to detail.
• Fluency in Bahasa Indonesia and proficiency in written and oral English required

Deadline to apply Thursday, Augt 4, 2011 to russjsi2009@gmail.com.

The positions needed, as follow:

EXCEED Program Admin Assistant (code: PAA EXCEED) 1 post – based in Jakarta

The post holder will provide secretarial, administrative, finance and program-related support to EXCEED Program Manager and EXCEED team. As the post holder will be based in Jakarta then she/he also will support Jakarta Senior Management Team for some administration work needed.

Core Responsibilities

• Ensure all payment related to EXCEED program activities, consultant, etc are running well and within the time schedule including review all supporting document for payment process and coordinate closely with Finance team in Jakarta.
• Support EXCEED team for all expenses related to field travel, staff activities, and all payments related to staff expenses.
• Assist PM and EXCEED team to prepare and keep cash advance for program activities based on the budget allocation, check/verify invoices, check/verify supporting documents attached to the invoice.
• Perform general secretarial duties and general support functions relate to EXCEED program to the Program Manager, Deputy Program Manager, Monitoring and Evaluation Specialist, Return and Reintegration Specialist and Advocacy Specialist and as additional she/he also will performed to support Country Director in Jakarta office.
• Establish and maintain files of incoming and outgoing communication, program documents, reports and materials.
• Arrange and set up meetings with Government, partners and other relevant parties.
• Provide logistical support for workshops and conferences including planning, minutes and follow-up.
• Assist PM in the preparation of consultant agreements and service contracts, in coordination with HR department and maintain files for agreements and service contracts.
• Draft meeting minutes, official letters, memos, etc. as requested by the Program Officer and Program Manager.
• Maintain library of program reference documents, files, etc.
• Arrange for travel and accommodation and related tasks for Program Manager and other program staff.
• Minimum support to Senior Management Team in Jakarta in relates with administration works.

Requirements

• Bachelor’s degree in Accounting, Business Administration, or related field
• Secretarial experience, preferably with NGO
• Familiarity with standard financial and administrative controls
• Excellent in filing and several administration works
• Excellent in Microsoft Office programs
• Ability to work in a team/independently
• Ability to work in a multi-cultural team
• Good interpersonal and communication skills and pleasant personality
• Some proficiency in English both written and speaking

Updated CV and application letter should be sent to id.recruitment@savechildren.org
Please fill the “subject” column of the e-mails in this format: code of the position <…> – your name <…>. Closing date for application is 5 (five) days or at the latest by 26 June 2011 after this advertisement. (Only short-listed candidates will be notified)
All recruitment practices and procedures reflect SC’s commitment to protecting children from abuse.
Qualified women encouraged to apply.

• CCM SECRETARIAT ASSISTANT FOR MALARIA

Based in Jakarta, the CCM Secretariat Assistant for Malaria will be responsible for:

1. Assist in the administrative management of the CCM Malaria Technical Working Group (TWG);
2. Provide technical support with the reporting cycle for CCM grant oversight dashboards;
3. Assist the Malaria TWG with preparation of meetings, workshops, field monitoring visits and development of reports and presentations for Malaria TWG meetings;
4. Maintain up to date files on Malaria TWG meeting attendance, minutes of meetings, reports from grant Principal Recipients, and related materials;
5. Provide monthly report and annual of activities to The Excecutive Secretary CCM Indonesia, and work closely with other staff as an integrated member of the CCM Secretariat team.

Qualifications:

1. Completion of a university first degree and/or diploma in health (e.g., public health);
2. At least 3 (three) years of progressively responsible experience in programmatic or administrative work;
3. Fluency in English and Bahasa Indonesia, both verbal and written;
4. Good communication skills;
5. High degree of integrity, and organizational and analytical skills;
6. Ability to work in a team;
7. Good computer skills, including internet navigation and office applications (especially Word and Excel);
8. Demonstrated ability to work in a multi-cultural environment and establish harmonious and effective working relationships;
9. Some basic understanding of malaria would be desirable.

• ADMINISTRATIVE ASSISTANT

Based in Jakarta, will be responsible to Management & Senior Administrative Officer for:

1. For various areas of general administrative duties, document fillings per daily as such as receiving, recording, checking, copying in-out letters, in-out emails, minutes of any meetings, material meetings, and others document jointly with Office Assistant.
2. Updating files the composition of members, CCM Activities, CCM Contact details and other duties as required.
3. Preparation of draft invitations and sending meeting invitations by email or fax, Organizing the meetings, providing logistical and procurement support for workshops/seminars/meetings, confirmation to all participants in the meetings, copying and preparing material for the CCM and others meeting jointly with the Senior Administrative Officer and Office Assistant.
4. Handle petty cash per monthly.
5. Administrative Assistant will work closely with the Management and Senior Administrative Officer and other staff in the secretariat of CCM Indonesia.
6. Further the Administrative Assistant will perform other duties as required by the Executive Secretary or Management & Senior Administrative Officer and/or CCM.

Qualifications:

1. Academy degree or equivalent in Secretary, Accounting, Business Administration and at least 2 years experiences in administrative work.
2. Excellent verbal and written, interpersonal, and good communication skills required.
3. Experience in administrative duties especially good document filling systems.
4. Good organizational skills and exceptional problem-solving abilities.
5. Good computer skills, including internet navigation and various office applications (especially Word and Excel).
6. Ability to work in a team.
7. Ability to work under preasure.
8. Highly organized and good analytical skills and flexible.

Applications should be sent via email to: ccmindo_hr@yahoo.com;

Secretariat CCM GFATM Indonesia, MOH Building 9th Floor Kuningan, Jakarta; not later than Monday, 25th April 2011. Please put “position” as email subject and put your name in the CV attachement (e.g CV John Doe).

Please provide a Curriculum Vitae (CV) that contains details of your qualifications, experience, present position, current remuneration, earliest date of availability, names and telephone contacts of last three referees.

“Only qualified applicants will be shortlisted”

JOB TITLE   : ADMINISTRATION ASSISTANT

DEPARTMENT/PROJECT   : PSU/WISE

REPORTS TO   : PROJECT MANAGER

PROJECT DESCRIPTION

The Water, Sanitation and Hygiene (WASH) in School Empowerment (WISE) Project is designed to work with schools to enhance the well being of children. This will be achieved through improved water and sanitation facilities and hygiene promotion in primary schools in 6 districts in 3 targeted provinces.

CARE will work in partnership with UNICEF and Save the Children (SC) to implement WISE, with CARE leading coordination in the districts of Jayapura in Papua, Kupang in Nusa Tenggara Timur (NTT), and Takalar in South Sulawesi. The partners, in collaboration with the Government of Indonesia (GoI), defined a framework that focuses on four (4) common interventions to be implemented in an integrated fashion in the selected districts:

• Construction of low cost, child friendly WASH facilities to improve children’s access;
• Hygiene promotion in schools and communities;
• Creation of an enabling environment that supports good health and hygiene in schools and communities; and
• Monitoring and evaluation (M/E) as well as sharing and consolidation of learning on a sustainable model of WASH in schools.

There are six (6) cross cutting learning themes to enhance project sustainability:

• revitalization of the Usaha Kesehatan Sekolah (UKS) program;
• appropriate WASH technology in schools in a low cost setting;
• policy/ governance on WASH in schools;
• hygiene promotion;
• role of the community in supporting behavior change in children and the community; and
• role of the school based management (SBM) in sustainable management of WASH facilities.

JOB SUMMARY :

The Admin Assistant is to provide secretarial, administration services to all wise project staff in Soe, NTT

RESPONSIBILITIES AND TASKS:

• Screen of incoming telephone calls and the pacing of out going telephone calls
• Receive and direct visitors
• Process incoming, correspondence by opening mail, recording in log book, photocopying, circulating and filing
• Files/documents important and confidential paperwork such as document transactions for data base, for local list vendor/supplier and records all vendors/suppliers profiles.
• Request monthly project advance/Petty Cash and prepare the Project Advance report to Finance Officer in Kupang.
• Assist in maintenance of active and inactive general file to ensure that all correspondences and documents are filed properly
• Prepare the monthly unused leave Staff
• Assist Project Manager to collect Travel Expense Report project staff
• Assist Project Manager to prepare a letter, Project data, and Monthly report
• Assist Project Manager to process the office supply procurement
• Control and monitor the office supply use and availability for regular needs of project staf
• Prepare contract for services and repair office equipment, rent Office, car, ect.
• Prepare ROP and breakdown of invoices for office utilities, courier and others
• Maintain and monitoring organization’s assets, including vehicles/motorcycles.
• Monitoring log and fuel consumption analysis properly by establishing ehicles/motorcycles files.
• Manage regional asset list for below and above US$ 200 and under US$200
• Submit monthly asset report to PM & Admin & Procurement Officer in 1st week of each month.
• Processing the procurement request for project and ensure the process comply with CARE Indonesia Procurement Manual.
• Updates and submits Procurement Status Report (PSR) to the Jakarta Procurement Officer
• Establish and maintain regional “Approved Vendor List”
• Provide training and support to local partners on CARE procurement & administrative.
• Coordinate with HR CIIHQ if there is personnel requisition for project purpose and other HR duties.
• Arrange for hotel & meeting package in the District or Village.
• Arrange/book flight for staff for official travel purpose
• Arrange/book Hotel for visitor
• Arrange/prepare documents to be shipping to Head Querter, other field Offices or Overseas in necessary
• Assist Supervisor as requested

QUALIFICATIONS:

• Minimum D3 in Administration or Management
• Minimum 2 years experience in Secretarial or Administration Area
• Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision
• Fluency in Bahasa Indonesia and English
• Advanced computer skills in MS Word and Excel, & internet
• Trustworthiness, integrity, Good analytical thinking and attention to detail
• Ability to work under pressure and tight deadlines
• Ability to work in a team and a Customer satisfaction oriented

WORKING CONDITIONS: Travel….%

TERMS OF OFFER:

CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position code in the email subject.

Please submit your applications before March 30, 2011 to CARE International Indonesia, Human Resources Unit: recruit_497@careind.or.id

“Only qualified applicants will be shortlisted”

Kerangka Acuan Kerja

Jabatan : Administration Assistant
Jam Kerja : Senin – Jumat
Lokasi : Gunungsitoli
Laporan Ke : Manager Proyek.

Caritas Keuskupan Sibolga adalah suatu organisme pastoral yang mengikutsertakan komunitas dan mengkoordinasikan semua lembaga yang ada di komunitas Gereja dalam Keuskupan Sibolga, dengan tujuan melalui kerjasama dengan organisasi-organisasi lainnya mendukung kapasitas komunitas Keuskupan, dalam upaya pengembangan nilai-nilai kemanusiaan, keadilan sosial, kesetaraan jender dan perdamaian, dengan perhatian khusus diberikan kepada kaum miskin dan dengan tekanan khusus pada unsur pendidikan.

Tanggung Jawab Umum :

Administration Assistant bertanggungjawab sepenuhnya didalam pelaksanaaan seluruh aktivitas proyek sesuai dengan standar dan sistem yang telah ditetapkan didalam departemen sosial.
Sebagai seorang Administration Assistant secara umum harus mampu bekerja dengan teliti sabar, dan kreatif dalam mengelola administrasi dan keuangan .

Tanggungjawab Khusus :

1. Membuat perencanaan dan mengidentifikasi kebutuhan (administrasidankeuangan,) didalam kegiatan proyek divisi sosialdan mengkomunikasikannya kepada manager proyek
2. Bertanggungjawab dalam pelaporan keuangan kepada divisi finance dengan terlebih dahulu berkoordinasi dengan proyek manajer
3. Mengatur sekaligus menata ruangan kantor supaya dapat mengakomodasi seluruh kegiatan proyek
4. Mengatur penggunaan ATK dan fasilitas kantor.
5. Bertugas menjadi salah satu koordinator kegiatan Caritas Centre
6. Mempersiapkan pelaksanaan rapat rapat di divisi sosial sekaligus sebagai notulensi rapat
7. Membuat dan mengarsipkan semua dokumen yang berhubungan dengan aktifitas proyek di divisi sosial
8. Mengarsip seluruh bukti penerimaan dan pengeluaran proyek divisi sosial
9. Mempersipakan serta mengumpulkan laporan [bulanan, Tiga bulanan,tahunan] dari masing – masing koordinator proyek dan seterusnya dikonsultasikan kepada manajer proyek
10. Mengidentifikasi barang – barang yang dibutuhkan untuk kegiatan proyek, mendokumentasikan barang –barang tersebut serta meneliti dalam mengawasi penggunanan peralatan berkenaan dengan kegiatan proyek.
11. Membuat laporan up to date mengenai status seluruh barang masuk dan barang keluar proyek divisi sosial.
12. Melakukan koordinasi antar sesama fasilitator sosial dan saling kerjasama dalam setiap kegiatan divisi sosial
13. Bersedia untuk bekerja diluar jam kerja berkenaan dengan proyek divisi sosial dan atas izin dari proyek manajer
14. Mempromosikan nilai – nilai dan isu sosial (Kesukarelawan, CBR, Human Trafficking) yang dianut Caritas kepada semua masyarakat/kelompok/komunitas.

Calon pelamar yang diutamakan adalah berdomisili di Gunungsitoli dan sekitarnya.

Lowongan ini dibuka hingga tanggal 1 Maret 2011. Lamaran dapat dialamatkan kepada Office Manager CKS dengan e – mail : irene.zebua@caritas.keuskupan-sibolga.org atau disampaikan langsung ke kantor CKS di JL. J.P. Vallon Ujung km. 3 Ds. Sifalaete, Gunungsitoli – Nias.