Administration/Operation Officer

Job Description

CWS is an international relief, development, and refugee assistance agency that has been operating in Indonesia for over forty years. CWS works with partners to eradicate hunger and poverty and to promote peace and justice around the world.

CWS is the implementing partner for aUNHCR-funded urban refugee program in Jakarta that provides protection, access to basic services (health, education, psychosocial support) and capacity building to vulnerable refugees and asylum seekers living in the Greater Jakarta area.

JOB SUMMARY: The Administration Officer position is required to support the administration and secretarial job of the office in service areas of Jakarta. The Administration Officer will also assist the Program Manager and Senior Operation Officer with all correspondence and communication concerning the project. The position also requires coordination/ communication with all CWS staff in service areas of Jakarta. Ability to be flexible in working with refugees and as part of a team is essential.

RESPONSIBILITIES AND TASKS:

1. Secretarial Job
• Answer telephone and relay message for office staff
• Receive and record all the incoming and outgoing facsimiles
• Date and separate mails, and prepare mailings. Maintain a follow up system
• Log on all correspondences as required
• File office paperwork and other documents properly
• Prepare and arrange the traveling schedule, ticketing, hotel booking and other needs of guests and staff

2. Management of Office Administration
• Arrange and coordinate use of office vehicles and maintenance
• Responsible to purchase office equipments and office supplies in coordination with the Senior Operation Officer /Operation manager
• Responsible for maintaining the day to day records/reports of office assets and program inventories
• Coordinate and supervise the day to day cleaning process of office, centre and shelters
• Assist in handling program procurement as requested under coordination with Senior Operation Officer /Operation Manager and Program Officers
• In coordination with Operation Manager, arrange different support staff schedules and daily tasks
• Assist to check office building/shelters and equipment maintenance
• Assist to organize building, vehicles and equipments insurance
• Assist to arrange the accommodation for refugees in emergency situation as required
• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of office property are done and recorded accurately.

3. Personnel Administration
• Assist in managing personnel administration, for example, preparing different Forms ie : attendance records, and leave requests, travel requests, medical insurance claims and outpatient claims, overtime calculation in coordination with the Sr. Operation Officer & Human Resource.

4. Communication and Coordination
• Communicate and coordinate with Program Manager and Senior Operation Officer on administration issue
• Communicate and coordinate with Finance staff in financial issues
• Communicate and coordinate with IT Officer in IT issues
• Communicate and coordinate with all staff on daily schedule and administration issues.

5. Others
Do other tasks as requested by the Senior Operation Officer, Program Manager and Operation Director

REQUIREMENTS :

• Degree in Business Administration or other relevant field.
• Minimum two years of experience working in related administration field.
• Experience working in INGO or International environment is beneficial
• Experience in manage meeting, workshop, traveling and scheduling
• Experience in preparing admin reports, attendance records and leave records
• Ability to work in a team and/or independently with minimum supervision and to handle multi tasking jobs.
• Good communication and interpersonal skills
• Good spoken and written English
• Ability to meet deadlines and prioritize workload
• Good computer skills, including internet communication and various office applications (Microsoft Words, Excel and Power Point).
• Willing to work extra hours if required.
• Willing to travel/visit to project sites as requested.

How to Apply

Applications should include a cover letter, reflecting motivation; a CV,Including two references; expected gross salary and contact number, the latest on 22 January 2016.

Please send applications in MS Word format to cwsindonesia@gmail.com

Job Types: Full-Time. .