Admin Officer – Jakarta – ISEAN

ISEAN-Hivos-GF-R10-HIV/AIDSEoI Number:  IHP2016-001Issuance Date: 12.10.2016 ISEAN Administration Officer
(AO) under the “Strengthening community systems to reduce vulnerability to and
impact of HIV infection on MSM and TG in Insular Southeast Asia”. REQUEST FOR EXPRESSION OF INTEREST The Islands of Southeast Asia Network on Male and Transgender Sexual
Health (ISEAN) and the Humanist Institute for Co-operation with Developing
Countries (Hivos) jointly implemented the ISEAN Hivos Program supported by
Global Fund Round 10. This program has the main goal of reducing the risks,
vulnerability and impact of HIV and AIDS on the lives of MSM and transgender
people in Island Southeast Asian Nations. It intends to address critical gaps
in supporting and scaling up activities that reduce HIV/AIDS among MSMs and TGs
in Indonesia, Malaysia, the Philippines and Timor Leste. Hivos, as the
Principal Recipient of the grant under the ISEAN-Hivos Program Global Fund
Round 10 anticipates
its extension period of implementation from October, 2016 to December, 2017. In this regard, ISEAN is seeking applications for ISEAN Administration
Officer (AO) that will be based in Jakarta,
Indonesia.
 As the ISEAN Administration Officer (AO), you will be working under
the direct supervision of the ISEAN Executive Director (ED) and in close
collaboration with the ISEAN Regional Board members, other secretariat staff
and partners. You will be responsible for following activities:1.      
Manage the office logistics, including the procurement, utilization and
maintenance of office equipment, assets, office supplies and services in
accordance with ISEAN quality procedures, the standard operational guidelines
in this IMO, and donor procedures; 2.      
Monitor the sub-contracting of goods and services, including ensuring
that contracts are sent to partner organizations and tracking contracts to be
signed and returned;3.      
Arrange, coordinate and take minutes of internal ISEAN meetings; 4.      
Arrange logistics and administration for program meetings and workshops;5.      
Plan and coordinate appointments for the Executive Director and
coordinate the overall office agenda;6.      
Organize and prepare logistic requirements for local and international
official travel for ISEAN Board and Secretariat staff; 7.      
Provide administrative, logistical and contact support for incoming
visitors/guests of the ISEAN; 8.      
Ensure proper implementation of personnel policies for ISEAN Secretariat
staff, including maintaining personnel files and administering training,
recruitment and leave; 9.      
Prepare contracts for new staff in coordination with the Executive
Director;10.  
Prepare project approval documents for approval by the Network
Coordinator; 11.  
Develop and maintain ISEAN Secretariat office property list/inventory;12.  
Ensure that program-related payments are made/received on time and
appropriate confirmations are received/sent; 13.  
Register receipt of financial reports and coordinate distribution of
such reports; 14.  
Monitor program administration and ensure that effective administration
and information support services are in place to facilitate project management
and communication with partner organizations; 15.  
Ensure proper filing of program-related documentation and correspondence
in both electronic and hard copy form; and16.  
Ensure that the correct and most recent versions of the ISEAN quality
system and the IMO are available in the office and are being used by ISEAN
Secretariat staff. Qualifications/Requirements·        
An Indonesian
national or permanent resident.·        
Education: A
formal diploma or university degree in any related fields, preferably in administration
or management, development studies or management studies, or equivalent
competency would be considered helpful.·        
Up-to-date
with administrative issues of Indonesia (contracts, laws).·        
Language:
Demonstrated high proficiency in English reading, writing and speaking ability.
Native speaker of a ISEAN language is compulsory (Bahasa Malaysia, Bahasa
Indonesia, Filipino, Tetum, Chinese or Tamil)·        
Experience:
Relevant professional or personal experience in administration and human
resources. Familiarity with Global Fund processes and procedures an advantage.·        
Skills:
Outstanding communication and interpersonal skills. High level of community
connectivity (understand the dynamic of communities of MSM and transgender
people). ·        

Self-motivated,
outgoing personality and a passion for communities of MSM and transgender
people.  Interested applicants are invited to submit a cover letter (Title:
ISEAN AO) accompanied by full resume stating details of educational
qualifications and working experience, before 23.10.2016 to: admin@isean.asia 
ISEAN encourages those who are under the age of 35 and identity as
either gay, men who have sex with men, transgender or PLHIV to apply.

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