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.
International Indonesia in Kupang (East Nusa Tenggara-NTT) is
currently recruiting the following position for its project:
JOB TITLE : HR & ADMIN OFFICER
DEPARTMENT/PROJECT : PROGRAM/ADVANCE
REPORTS TO : PROJECT MANAGER
HR and Admin Officer is responsible to provide secretarial and
administration services to all project staff in Kupang Sub-Office, and
provide Human Resource (HR), Administration & Procurement support to
Project Manager(s) (PMs), and designated officers.
RESPONSIBILITIES AND TASKS
1. Secretarial & Administrative Support.
a. Provide general secretarial and administrative support to PM(s), and designated officers.
b. Fill in monthly petty cash and prepare petty cash report to Finance Officer in Kupang.
staff in the preparation and collection of Travel/Project Expense
Report and other documents and support related to financial matters.
flights and/or hotel accommodation for official travel purpose for all
project staff in Kupang, including assisting the hotel accommodation
booking and/or transportation arrangement for CARE staff or consultant
who visit Kupang, when necessary
e. Arrange/prepare documents for delivery/shipping.
incoming/outgoing telephone calls, faxes, mails, and other
correspondences; register; duplicate; circulate; and file.
g. Supervise the operation of the photocopy machine.
escort and direct visitor(s) at Kupang sub office to get the required
information or prior to meet the intended/appropriate staff.
i. Manage office and project filing system (including monitoring and maintenance).
updated list of important telephone numbers such as police, hospital,
fire brigade, etc. and share it with staff.
k. 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 PM, and designated officers.
asset and procurement activities and ensure that process complies with
CARE Indonesia Procurement Manual and Donor Regulations.
and monitor organization’s assets, including vehicles/motorcycles, also
monitor vehicle usage log and fuel consumption analysis.
office supplies and consumables including manage their stocks to ensure
proper support to project(s) operation in Kupang sub office
e. Prepare contract for services and repair requests for office equipment, office building, vehicles, etc.
f. Prepare Request of Payment (ROP) and breakdown of invoices for office utilities, courier, and others.
and document important and confidential paperwork related to
procurement for database purpose, list of local vendor/supplier and
h. Update and submit Procurement Status Report (PSR) to the Jakarta Procurement Officer.
i. Ensure data distribution; purchasing mechanism and payment procedure are meet with CARE standard policy.
3. Human Resource Support.
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.
for recruitment process in Kupang (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 Kupang.
e. Responsible to report staff’s BPJS in Kupang, 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 PM(s), and designated officers.
i. Provide training and support to local partners on CARE procurement & administrative matters.
4. Reporting & Other Support.
asset report to IT & Asset Management Officer at Kupang Sub-Office
& Payroll/Procurement Officer HQ on regular basis.
b. Assist PM in the preparation of letters, project data, and other reports as required.
program staff in organizing and implementing meetings, workshops, and
conferences, cross visits, field monitoring, and other program
d. Provide translation support (English to Bahasa Indonesia or vice versa) to project(s), when required.
a. Any other assignment as requested by Supervisor or CARE management.
SUPERVISES: Drivers (2), Guards (2), Office Helper (1)
1. Education: Minimum Bachelors Degree in Administration or Management.
2. Experience: Minimum 3 years experience in administration or HR.
3. Specific Technical Skills:
– Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision.
– Ability to communicate in English is preferable, excellent in Bahasa.
– Strong inter-personal and communication skills
– Ability to operate standard computer programs (Window, Excel, Outlook & Internet, PowerPoint).
– Ability to build and work in teams.
– Able to handle petty cash.
– 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.TERMS OF OFFER
is an equal opportunity employer offering a competitive salary and
benefits package, and a collegial working environment, and women
candidates are encouraged to apply. 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 January 13, 2016 to CARE International Indonesia, Human Resources Unit:
“Only qualified applicants will be shortlisted”