Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.
CRS has been supporting program activities in Indonesia since 1957 under the Memorandum of Understanding with the Ministry of Social Affairs and has long-standing relationships with the Government of Indonesia, the Church and non-Church partners and communities throughout the country. The Indonesia country program focuses primarily in the areas of community development, humanitarian assistance/emergency response, disaster management, climate change adaptation and agricultural livelihoods, as well as capacity building for local partners in emergency response programming.
CRS/Indonesia is currently looking for Administration Officer position, Job Code: ADMO. The position will be based in Jakarta and report to HR & Administration Manager.
Job Summary:
You will manage the provision of responsive, effective, and efficient administrative services and coordinate functions in administration, support the logistics in the supply chain, and Procurement for programming in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will promote and ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.
Roles and Key Responsibilities:
· Plan, coordinate, monitor and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Anticipate delivery challenges to ensure service continuity.
· Support the logistic and procurement functions in addition to the administration function to ensure support services are delivered with high-quality in an efficient manner. Help address challenges that affect the proper stewardship and optimal utilization of program assets and resources.
· Ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
· Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up-to-date.
· Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
· Help ensure staff have access to relevant information, training, and safety materials and equipment to ensure a safe and sound work environment.
· Manage the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops.
· Review monthly landline and mobile phone bills and assigns each bill to related staff for identification and verification of personal use and prepares payment request for the bills. If and when necessary, remind staff to settle their personal phone bills timely.
· Administer the office petty cash account: collects completed petty cash request forms, verifies signatures and receipts, and disburse cash if approved; request replenishment of petty cash account on monthly basis or as needed in accordance with established petty cash management policy and procedures
· Support Visa process for both staff and visitor if needed, and ensure visitors receive welcome packages prior to arrival
· Prepare payment request for all invoices to vendors. This includes to collect, compile, and review the payment request package to ensure it includes all the supporting documents with correct and complete information and proper authorizations to facilitate financial transaction processing. Submit and follow-up with the finance team to ensure timely payments to vendors.
· Manage assets and inventory and prepare assets inventory reports and updates on a regular basis. Manage office supplies, equipment, and facilities as well as their maintenance.
· Responsible for conducting due diligence visit to vendors in coordination with the Procurement Officer. Ensure the due diligence reports are approved by the Country Manager.
· Responsible for filing non-confidential documents such as project agreement, sub-recipient’s agreement, etc. to make it is centralized and easily accessible.
· Facilitate document retrieval from Lane archive.
Basic Qualifications
· Bachelor's Degree required. Bachelor's Degree in Business Administration or relevant field preferred.
· Minimum of 3-4 years’ work experience in administrative support functions, with increasing responsibility. Minimum of 2-3 years’ work experience in administrative support functions, with increasing responsibility. Experience with an NGO a plus
Preferred Qualifications
· Additional education may substitute for some experience.
· Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
Required/Desired Foreign Language: Proficiency in English, both oral and writing. (mandatory)
Knowledge, Skills and Abilities
- Good planning, organizational and time management skills
- Strong customer service orientation with very good communication and interpersonal skills
- Ethical conduct and ability to maintain confidentiality
- Proactive, resourceful, solutions-oriented and results-oriented
CRS encourage qualified candidates to apply regardless of religion, race, gender, sexual orientation or disability, all recruitment practice and procedure reflect CRS commitment to protection children and vulnerable adult from abuse.
Only applications that meet the above qualifications will be shortlisted. All applications and CVs should be sent by email to CRS Indonesia at Indonesia_HR@crs.org before or by October 15th, 2021 with the Job Code in the subject.
***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS is an Equal Opportunity Employer
"Only short-listed candidates will be invited via e-mail/phone for Interview”