Job Vacancy at USAID-ICED2 Project – Office Manager, Full-time Jakarta based

Tetra Tech is a
leading provider of consulting, engineering, and technical services worldwide.
We are a diverse company, including individuals with expertise in science,
research, engineering, construction, and information technology. Our strength
is in collectively providing integrated services—delivering the best solutions
to meet our clients’ needs. In a complex world with competing demands for
limited resources, Tetra Tech offers clear solutions made possible with sound
science, understanding, innovation, and industry-leading approaches. PROJECT
DESCRIPTION
The Indonesia Clean
Energy Development (ICED II) Project is a sixty (60) month project funded by
the USAID (United States Agency for International Development) and implemented
by Tetra Tech ES, from May 2015 through May 2020. The purpose of USAID’s Tetra
Tech is to assist the GOI in establishing an effective policy, regulatory and
incentive environment for low-emission growth in the energy sector, while
simultaneously attracting public- and private-sector investment in clean energy
development POSITION
DESCRIPTION
The Office Manager is a full time position based in
the ICED II Project Jakarta office. 
She/he has overall responsibility to manage and administer operations in
the Jakarta office of the ICED project. She/he worked close with Finance and
Admin Manager to support in procurement, event planning, logistics, and other financial
reporting.  She/he is a member of the
ICED Administrative Management Team (together with Finance and Administration
Manager and Senior Human Resource Officer) and reports to the Finance and
Administration Manager. Roles and
responsibilities:

  • Manages all project logistics, including,
    international and domestic travel, hotels, ground transportation, and
    other arrangements for ICED staff and consultants;
  • Maintains and updates ICED Procurement Plan, and
    responsible for all procurement of project equipment, maintains USAID
    property inventory covering the Jakarta office and property used in the
    field;
  • Manages the procurement and delivery of supplies
    and non-professional services (e.g., office supplies, IT services,
    translation, printing);
  • Manages ICED office related services including
    letter of intent, lease agreement, security deposit, lease payments,
    fitting out and office furniture, service charge, separate electricity
    charges, etc.;
  • Coordinate with Finance and Admin Manager to
    manage and coordinate all project procurements, subcontracts  and grants under contract from
    preparation to close out as detailed in the Clean Energy Technology and
    Innovation Fund Manual and Grants Management Plan;
  • Manages all official project external
    correspondence, including letters, memos, agreements (e.g., Non-Disclosure
    Agreements);
  • Manages the electronic cataloging, storage and
    retrieval of ICED project documents;
  • Ensures the periodic back up of electronic files
    on ICED staff personal computers;
  • Manages ICED project vehicles and other ground

    transportation services including vehicle rental, vehicle logs, vehicle
    service, and vehicle expenses (such as parking and fuel), and taxis

    vouchers;

  • Supervises 
    project drivers, reception/office boy, and administration
    officer(s);
  • Manages the requisition, ordering, and inventory
    of office supplies;
  • Follow up on International Travel Approval
    requests until approval from USAID;
  • Manages temporary working permit (KITAS) and
    business visas for non-Indonesia staff;
  • Manages hotel reservations for international
    visitors and ICED staff, consultants and sponsored guests;
  • Manages arrangements with hotels and other venues
    for hosting ICED events;
  • Maintains records of all ICED project deliverable
    submission and approvals;
  • Maintains all records of USAID approvals and
    contractual deliverables, and
  • Other duties as assigned.

 APPLICATION CONTACT AND DETAILS TO APPLY
Interested applicants should send a resume and a cover letter describing
relevant academic and employment experience, the names and contact information
for three (3) professional references, and monthly salary expectations.
 
Please email your
resume to: [email protected] no later than January 22, 2016. Early submission of qualified CVs will be
prioritized.

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