CARE Indonesia in CII Head Quarter-Jakarta is currently recruiting the following position:
JOB TITLE : ADMINISTRATION OFFICER
DEPARTMENT/PROJECT: SUPPORT UNIT/CIIHQ
REPORTS TO : HR & ADMIN. MANAGER
JOB SUMMARY:
To provide technical support and administration services related to the expatriate legal documents and visitor visa process to the related GOI Institutions and provide assistance to the HRA Manager in maintaining relationship and coordination with the GOI Coordination Team and other GOI Institutions. The incumbent will also responsible in assisting to the Country Director in daily operation of CARE International Indonesia (CII) Jakarta Country Office.
RESPONSIBILITIES AND TASKS:
Tasks 1:
Responsible for tasks related to visa, stay permit, working permit and various foreigner or international visitor registration:
- Prepare general correspondences; fax, reports and memos as requested
for visa and various kind of foreigner’s registration to visit
Indonesia comply with the rules, laws and regulations.
- Prepare interview process for expatriate to get the staying permits,
working permits and police registration through the legal process and
provide visa status reports.
- Maintain good coordination with other related unit such as program,
admin, and finance in processing visa and other foreigner’s
registration cost.
- Assist CARE’s staff in processing visa documents for international trip
and update the regulation change through SOP for visa registration
process.
Task 2:
Responsible for maintain external communication with the relevant Government of Indonesia departments/ institutions:
- Maintain communication with the GOI Institution both related to the
visa and foreigner’s registration process and other related issues.
- Monitor information to the supervisor on government structure and new
regulation changed on INGOs from related GOI Institutions and manage
the correspondences as required.
Task 3:
Responsible for maintaining administrative support and coordination purpose to the GoI institutions:
- Provide the whole administrative and documentation system related to
visa and foreigner’s registration.
- Compile various SOP, key government regulations and other reference
documents related to GOI Liaison function and post to the intranet.
- Prepare documents required for GOI Team Meeting and expatriate staff
interview and taking minutes in various meeting with GOI Team.
- Organize meetings with the GOI Coordination Team, includes organizing
event with Coordination Team including Monitoring and Evaluation,
National Coordination Meeting (Rakornas) with the support from
sub-office staff and local government staff.
- Assist supervisor to compile and collect documents including CARE
Annual Report, Annual Work Plan and maintain documents related to MoU
and agreements with GOI.
- Assist supervisor to providing technical support to other internal
units on issue related to the government permits.
Task 4:
Responsible for administrative/documentation and meeting:
- Hard copy filing, electronic filing, printing, faxing, scanning all
documents required by Country Director.
- Coordinate the translation of documents translation in-house or
external and dissemination of memo and announcement to all CII staffs
both of country office and sub-offices.
- Collecting document for CD’s signature, including preparation of
request for payments for items related to Country Director.
- Support on correspondences and management of business calls.
- Record and arrange agenda schedule for Country Director and also record
of leave and travel schedule.
- Ensure the travel arrangement such booking ticket & accommodation,
prepare travel request form (TRF), prepare Travel Expense Report (TER)
is doing properly and assist any other business, international visitor
and consultants as requested.
Task 5:
Responsible for other administrative support duties related to Country Office operation, consultants, etc.:
- Processing all matters related to the contract/ agreement with RMA, law
firm and other country office non-project consultants as required and
report to supervisor.
- Processing of domicile letter renewal issued by local government and
distribute to the internal units.
- Processing, maintaining on lease agreements and deposit for office and
residences and report to supervisor.
- Prepare ROP for documents retention to after submit from project
closured.
- Any other duties that maybe reasonably assigned by the supervisor.
SUPERVISES:
1 Admin Assistant
QUALIFICATIONS:
• Male/Female
• Bachelor degree in administration, secretarial, management or social
sciences.
• Have a minimum 3 (three) years experiences in the relevant field.
• Strong communication skill, negotiation, and seeking information.
• Ability to communicate in English (both written and spoken)
• Computer literate (MS Word, Excel, and Power Point)
• Ability to adapt with changing situation
• Ability to work in team and under pressure
• Good interpersonal skills
• Good personal approach
• Attention to details
• Good in teamwork & Collaboration
• Good Planning & Organizing
WORKING CONDITIONS:
Jakarta 95%; Travel 5%
TERMS OF OFFER:
CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position code in the email subject.
Please submit your applications before August 2, 2011 to CARE International Indonesia, Human Resources Unit:
recruit_523@careind.or.id
"Only qualified applicants will be shortlisted"
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