Senior 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 Senior Operation Officer position is required to support the management of Office Administration and Personnel of the office, center and temporary shelters in service areas of Jakarta. The Senior Operation Officer will also assist the Program Manager and with all correspondences. The position also requires coordination/communication with all CWS (senior) staff in service areas of Jakarta. Ability to be flexible in working with refugees and as part of a team is essential.

RESPONSIBILITY & TASKS:

1. Administration Duties
• Manage the line of communication through telephone, letters and other means of communication are functional
• Making sure that all office paperwork and other documents are filed properly
• Supervising the arrangement of domestic and international travel of CWS PURE staff and CWS PURE guests.
• Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations

2. Senior Operation Officer Duties
• Preparing lease/contract for third parties (housing, vehicles, shelters, suppliers, consultant and services, training institution etc)
• Prepare, and monitoring the procurement, purchasing and supplies of program materials, office’s equipment and office’s supplies including UAM temporary shelters and centre
• Monitor the quality and timeliness of goods and services delivered to the office.
• Control and check the monthly accounts and various administrative activities
• Ensure that procurement procedure are respected and conducted within proper administrative regulation.
• Ensure that the assets and equipment are functional to support project implementation and conduct proper follow up to avoid disruption of services
• Maintains office efficiency and services by planning and implementing office systems, procedures, layouts and equipment purchasing and layout.
• Develop and Maintain/update record of office or shelters’ supplies/ office maintenance/ office inventory lists
• Submit monthly report of inventory of assets, equipment and supplies to Program Manager for onward submission to UNHCR
• Responsible to coordinate the office, shelter and centre keys and securities
• Manage and Coordinate the usage and maintenance of office’s vehicles and equipment
• Supervising the fleet management including ensuring proper record of vehicles’ logbooks
• Complete operational requirements by scheduling and supervising the assigned support staffs.
• Monitor the day-to-day administrative operations of the office.
• Assist the refuges in emergency situation (refugees’ documents, hospitalization, etc.) as required
• Act as a liaison with wide range of stakeholders (government institutions, UNHCR, NGO networks, etc.) as required.
• Responsible for all office safety and security aspects in coordination with Program Manager and HR Director
• Assist Program Manager, Operation Director in all administration related issue.

3. Personnel Administration
• Managing the personnel administration, for example : making sure that attendance records being filed and filled properly, logged/update and maintain leave requests, travel requests, in coordination with and guidance of Human Resource Coordinator verify medical insurance claims and outpatient claims, overtime calculation in coordination with HR Unit Officer and HR Coordinator.
• Handle Insurance and benefits of staff in coordination with HR Unit.
• Manage, coordinate and maintain the security providence in each of CWS properties in coordination with the HR Director and Operation Director
• Monitor the day-to-day personnel operations of the office.
• Coordinate training and capacity-building activities to staff in administrative related areas

4. Communication and Coordination
• Communicate and coordinate with Program Manager and other Program Officers on administration issue
• Communicate and coordinate with HR Staff related to personnel issues
• 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 Program Manager and Operation Director.

REQUIREMENTS :
• Hold Minimum degree in Economics, or business administration or any other social science field.
• Experience 5 years working in INGO or International environment
• Ability to interact and communicate with wide range of stakeholders (NGO networks, government institutions, Donors, suppliers, and refugees).
• Determined personality with initiative, perseverance, and the ability to motivate and manage a team.
• Demonstrate high level of ethical commitment and trustworthiness.
• Ability to work in a team and or/independently with minimum supervision and to handle multi tasking jobs
• Proven experience in manage different Organization functions and events (training/meeting etc)
• Good analytical and problem solving skills
• Proven track record in office management system and procedures.
• Experience with procurement and logistical issues
• Proven track record in handling personnel issues
• Possess computer skills, including internet-based communication/ and various office applications (Microsoft Words, Excel, MS Access and Power Point)
• Willing to work outside working hours in stressful and emergency situation
• Willing to travel to project sites frequently
• Experience in managing different office and Organization properties
• Have the knowledge and understanding of different Indonesian Government Law (tax, labor)

How to Apply

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

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

Job Types: Full-Time. .