Indonesia: Administrative and Logistics Officer

Job Vacancy: Administrative and Logistics Officer

APHR is seeking an Administrative and Logistics Officer (ALO). The position will be based in Jakarta.

Deadline for applications is 4 March 2016.

ASEAN Parliamentarians for Human Rights (APHR) was founded in June 2013 with the objective of protecting the human rights of the people of ASEAN. A member-based organization made up of parliamentarians and influential persons from across Southeast Asia, APHR represents a regional response to human rights concerns, utilizing the specific characteristics and abilities of its members to advocate for rights protections and democratic accountability.

APHR works closely with and supports the work of civil society and human rights defenders and encourages sustainable solutions that increase pressure on governments and multilateral bodies to ensure accountability and uphold and enforce international human rights laws.

This dynamic and young organization is looking for an Administrative and Logistics Officer (ALO) to be based in Jakarta.

Primary Duties and Responsibilities

APHR is looking to recruit an experienced professional with demonstrated experience in administrative and logistics services, preferably within the not-for-profit field, to take on the role of Administrative and Logistics Officer. The right candidate will be motivated, with a demonstrated eye for detail and have the ability to work well under pressure.

Under the general guidance and supervision of the Finance and Human Resources Manager and in close working relationship with the Programs staff, the ALO will provide outstanding internal and external administrative and logistical duties in support of the operational activities of the Secretariat, ensuring high quality, accuracy and consistency of work.

APHR has a variety of programs running concurrently and the ALO will be responsible for ensuring the smooth running of logistical arrangements for all APHR staff, members and partners and must be able to work on several tasks and projects simultaneously, in an often busy work environment.

Administration

• Liaise and coordinate with the Finance and HR Manager for preparing timely monthly payments for all invoices and bills (office rent, office utilities, etc) as well as maintaining records


• Maintain the office by ensuring office working systems are all operating properly (printers, scanner, photocopier, internet connection, telephone, etc) and dealing with issues as they arise in a timely manner


• Maintain proper filing system, ensuring easy access to all staff


• Contracts with external suppliers/providers


• Ensure that contact lists are updated, manage incoming/outgoing mails/faxes and the APHR common emails and circulate/distribute them accordingly


• Answer incoming telephone calls and arrange outgoing calls when requested


• Supervise the work of cleaners


• Conduct inventory of APHR’s equipment and assets. Arrange necessary repairs as needed


• Manage cash for administration expenses and maintain records


• Assist program staff in data collection, data entry and report consolidation

Logistics

• Liaise with programs staff to arrange all logistics and administrative arrangements around meetings/workshops and other APHR program activities (fights, hotels, meeting rooms, and other related arrangements)


• Responsible for procurement in APHR Secretariat. Ensure supplies of stationary are always available and replenish as necessary


• Seek bids which support office operations; negotiate and manage long-term vendor relationships, including but not limited to contracts for travel, office equipments and IT systems


• Responsible for managing shared office calendar, including finalizing meeting dates, appointments, locations, arranging transport and other logistical needs


• File all logistics related documents (slips, invoices, requests and other documents)


• Prepare and submit accurate financial-related documents in a timely manner


• Maintain records of use of APHR’s assets


• Responsible for performing monthly logistic reports and requirements


• Be responsible for logistics and arrangements of all the field visits, including processing, appointments, travel arrangements of the APHR staff/visitors and MPs (Arrange air tickets for regional and international flights, booking for accommodation, car arrangement etc as requested)


• Any other relevant responsibility provided by Finance and Human Resources Manager

Reporting

The Administrative and Logistics Officer will report directly to Finance and HR Manager.

Job Specific Competencies

• Min. Diploma in Economics, Management, Finance/Accounting, Business Administration or equivalent disciplines, or equivalent work experience


• At least 2 years of proven experience in administration, procurement and/or logistics, office assistance or secretarial work


• Work experience with NGOs or international organizations is preferable;

· Fluency in Bahasa Indonesia and strong and demonstrated ability to communicate in written and spoken English

• Commitment to the administrative and logistical work


• Good working knowledge of administrative procedures and ability to perform administrative efficiently and in compliance with the organization’s regulations;


• Knowledge and experience of efficient internal office communications, including an efficient filing system


• Computer literate (preparedness to learn and manage computer software packages necessary for office work, especially on communication and information management)


• Ability to work under pressure, meet deadlines, prioritize routine and ad hoc tasks


• Flexibility is required, as is the ability to work well in team as well as independently without close supervision


• Tact and diplomacy when interacting with vendors, contractors, staff, and interns

Behavioral Competencies

Required

• Structured thinking and understanding


• Consistently approaches work with a positive and constructive attitude


• Working effectively with others


• Demonstrate openness and respond positively to feedbacks


• Remains calm, in control and good humored even under pressure

Desirable

· Knowledge of and commitment to the mission of APHR.

Working Conditions / Salary and Benefits

· The ALO is locally recruited and will be based in Jakarta.

· APHR operates on a standard five-day work week but staff may be required to work some evenings and weekends to monitor program activities and when on missions. Days in lieu will be provided for non-standard workdays.

· APHR offers a competitive local salary package with health benefits.

· An initial contract will be for 6-months, with a three-month probationary period. A 12-month contract will then be offered, dependant on donor funding.

Further information

For more information on APHR please go to our website here: www.aseanmp.org
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