[DevJobsIndo] Vacancy for Senior Operation Officer ( Islamic Relief Country Office – Jakarta )

 

ISLAMIC
RELIEF  PURPOSE:

To promote sustainable economic
and social development through development programmes, helping the needy
regardless of race, religion or gender. 

 

COUNTRY
PURPOSE:

 

Islamic Relief is a UK based
charity that seeks to alleviate the sufferings of the world’s poorest people.
The Indonesia programme was established in 2003 to deliver emergency relief and
developmental activity in disaster prone and impoverished areas. Since then the
agency implemented multi – sectoral programme in Banda Aceh, Banten, West Java,
Jogjakarta, NTB and West Sumatera.

 

Presently IR is implementing a
child welfare programme in Aceh and rolling out an integrated sustainable
development programme in NTB. The Indonesia programme is managed by Jakarta
based country office that provides administrative, programmatic and financial
oversight to the field offices.

 

Senior Operation Officer (1 Position)

 

 

REPORTING LINES:

Post
holder reports to: Country Director

 For
Procurement Post holder reports to: Logistic Coordinator

 

JOB PURPOSE:

 

Responsible
for the day to day internal (program quality, management, reporting) activities
of the organization and make sure that the strategic objectives of the
organization are being implemented. To provide leadership toward the
achievement of the organization’s vision and mission, and its annual goals and
objectives.

 

KEY DUTIES AND
RESPONSIBILITIES:

 

Liaison, Data Management and
Reporting

 

·        
Assist the
Country Director in establishing and strengthening partnerships and relations
with the Government counterparts, NGOs and relevant organizations.

·        
Actively
participate in the formulation of Annual and Quarterly Actions Plans and
monitor progress in a timely and periodic manner;

·        
As and when
required, collate and update information pertinent to programme, government
procedures, donor and institutional funding instruments etc and ensure IRI’s
participation  at strategic forums and coordination platforms,

·        
As and when
required, represent the programme and organizational interests of IRI at
various platforms to highlight IRI’s role in Indonesia while also achieving a
well coordinated and synergetic implementation of IRI activities in the
country;

·        
Support the
finance team in providing budget plans for official Events, Workshops, 
Meetings and conferences with the Government and counterparts;

·        
Ensure
compliance with Project documentation and donor guidelines including:

– Approved Project proposal and budget and any
donor approved changes.

– Donor contract
– Donor procedure manuals
– Project agreements with Partners

·        
Monthly
reporting to the Country Director
also Ensure quality and
timeliness standards of reporting

·        
Facilitating
Country Director for renewal arrangement in line with Administrative issue (MoU
extension, etc)

·        
Develop,
maintain and strengthen relations with other agencies working in

the same geographical area.

·        
Establish
local procedures in order to liaise effectively with local

government institutions. This may include such
things as: planning,

implementing, reporting, monitoring and
evaluation,
obtain the authorization,
custom clearance
or any other aspect
that

requires local government understanding and
support for effective project

management.

 

ICT

·        
Ensure that
ICT works effectively across the organization

·      
Assist in the
procurement of IT equipment, by providing technical advice to Procurement staff
and ensure that IT equipment is inventoried and tracked properly.

·      
Assist in the
archiving of IR records / data in accordance with IRW’s global policy for data
archiving

·      
Liaise  with
ISPs and other ICT service providers for issues relating to internet
connectivity and ICT;

·      
Providing
support to the Country Director in the reviewing of project requests describing
database user needs, ICT equipments and any other issues in the time estimation
and cost required to accomplish project (annually).

·      
Supporting IR
in reviewing the procedures in database management system manuals for making
changes to database.

·      
Take lead in
updating Islamic Relief Indonesia website and Organization Profiles.

Seasonal
Programs and Emergencies:

 

·        
Take lead in the implementation of IRI Seasonal Programs e.g. Ramadhan
Package and Qurbany.

·        
Take part and participate in
IRI interventions on any Disasters & Emergencies programme through need
assessment (procurement, selected the beneficiaries and location)

·        
Other tasks assigned by the
Line Manager.

 

Procurement and Disposal

 

·        
Assist the Logistics
Coordinator in the procurement of goods and services in Jakarta and as required
in field areas;

·        
Prepare and update technical
specifications of goods and services requested by projects / country office and
establish quality procedures for the purpose of control;

·        
Assist the logistics officer in
the preparation of disposal documents (business case, value appraisal, bidding
forms etc)

·        
Organize procurement committee
meetings and circulate minutes among participants.

·        
Identify and scrutinize
competent suppliers and periodically maintain and update a list of specialized
and general order suppliers

 

SKILLS AND
COMPETENCIES: 

 

·        
Excellent data management and
archiving system

·        
Excellent written and verbal
communication skill

·        
Fluent in English and Bahasa
Indonesia

·        
Ability to work in a systematic
and organized manner with high level of accuracy and attention to details

·        
Presentation skills with due
attention to different audiences.

·        
Ability to communicate
effectively, both orally and in writing at all levels of the organization.

·        
Excellent interpersonal skill
with an approachable working style

·        
Familiar with Procurement
processes.

·        
Ability to work within a team
and independently

·        
Able to release oneself to take
part in Disaster or Emergency situations.

·        
Experienced in conducting
assessments in Disaster or Emergency situations.

·        
Minimum 3 years INGO experience

·        
Graduated from a reputable
university in relevant field activities.

ACCOUNTABILITY:

All Islamic Relief team members are expected to support all
efforts towards accountability, specifically to our beneficiaries and to
international standards guiding international relief and development work while
actively engaging beneficiary communities as equal partners in the design,
monitoring and evaluation of our field project

If you meet the above requirements kindly send ONLY your
Application letter and detailed CV including recommendations from 3 referees
(one of them your immediate former employer) to: [email protected].
Please put the job title and your name in subject of your email.

Only short listed candidates will be contacted.

Closing date: 18 October 2015

 

 

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