Yayasan Plan International Indonesia is presently implementing its country strategic 4 (CS 4) covering fiscal year 2017 to 2022, where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent children from enjoying their rights and participating fully in Indonesian society”. The organisation’s purpose is to “strive for a just world that advances children’s rights and equality for girls”. This goal will be achieved by providing technical support and implementing quality programs and projects through partnership. An effective and efficient communications strategy is a must for Plan Indonesia to share the outcomes of these projects to influence different actors, specially state authorities and to position Plan’s profile within and outside at different levels – starting from community, sub district, district to national, regional and international levels. Yayasan Plan International Indonesia invites highly competent, experienced and committed professionals to fill the following position :
T.1. To manage the project asset
T.2. Arrange annually physically check of project assets
Key End Result 4 Travel and office expenses report and preparing invoice
T.1. Prepare the quarterly report for traveling outside Indonesia (with coordination with Procurement Officer if ticketing related to meeting/workshop/ training)
T.2. Prepare monthly report for office expenses (office supplies, printer cartridge, office utilities).
T.2. Input PO to SAP System and get approval from Admin Manager
T.3. Prepare breakdown payment data list to Travel Agent for monitoring payment
T.4. Support project for preparing documents for payment, coordination with Program and Procurement.
Key End Result 5 Arrange meeting, events & filing system
T.1. Creating, updating, and maintaining records and databases
T.2. Maintain a company calendar and schedule appointments
T.3 Book meeting rooms as required
T.4 Coordination with Receptionist for distribute and store correspondence (e.g. letters, emails and packages)
T.5. Organizing special functions and social events
T.6. Answer queries by staffs and vendors
- Ensuring utilities cost effective and efficient
- Ensuring office facilities well manage, cleanliness and tidiness
- Asset movement are updated and recorded.
Internal relationship
- Project Manager; Reporting, coordination
- Finance Department; Payment process
- Procurement Specialist & Officer; Coordination.
- Project Staff; Coordination
- Admin PSO & PIA Office; Coordination
- Communication; Coordination
- IT; Coordination
External relationship
- Vendors; maintain relationship
- Partners; contract management
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- Diploma/ Bachelor degree in Administration or any related field.
- Experience in the related field is require for this position.
- Excellent written and verbal communication skills
- Excellent time management skills; ability to prioritize
- Willingness to learn and to grow with organization and motivated to take on additional projects and solve problems
- Self-directed and able to work without supervision
- Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
- Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field
- Highly organized multi-tasker who works well in a fast-paced environment
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must
Desirable
- Experience with SAP Procurement will be preferable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.