Administration and Finance Assistant for TIRI

Tiri-Making Integrity Workis an independent non-profit organization that works with governments, business, universities, and civil society to find practical solutions to making integrity work. For more information please visit www.tiri.org

In Indonesia , Tiri works closely with Partnership for Governance Reform (Kemitraan) to Strengthening Integrity and Anti Corruption Programme.

Partnership for Governance Reform is a multi-stakeholder association dedicated to support Indonesian initiatives aimed at supporting governance reform in Indonesia . For more information please visit www.kemitraan.or.id


In partnership with Kemitraan, Tiri is seeking a competent and experienced Indonesian with high personal integrity and deep understanding on the systemic Integrity issues to fill the positionof :

Administration and Finance Assistant for TIRI

I. Key responsibilities


1. General

1. Assist the Programme Manager in the day-to-day management of Tiri’s programme and activities in Indonesia.
2. Assist in all administrative and financial management matters related to Tiri’s presence in Indonesia. 
3. Maintain an effective filing system for programmatic and financial information and update documents in the Tiri Indonesia Programme (budgets, work plans, contracts, salary surveys, staff attendance and leave, etc.) and assist in developing reports required by Tiri headquarters and funders.

2. Office and Personnel Management

1. Manage incoming mail, handle telephone calls and follow up on enquiries, including: updating a list of key contacts; drafting routine, non-programmatic correspondence, letters, faxes, memos and e-mails.
2. Maintain office filing system (electronic and hard copies).
3. Co-ordinate arrangements for internal staff meetings, including: notification; room booking; agenda preparation; minute-taking; follow up with relevant staff members on deadlines, commitments made and actions taken.
4. Provide logistical and administrative support for non-programmatic internal and external meetings, conferences, workshops, retreats, training and other events, including: room booking; travel and accommodation arrangements; preparation and distribution of documentation.
5. Manage office stationery supplies, including: maintenance of stock list; maintenance of list of main suppliers; purchase of supplies; distribution to staff. 
6. Manage office furniture and equipment needs, including: updating an office asset inventory; maintenance of office furniture and equipment.
7. Liaise with Kemitraan/Paramadina University on all office-related matters (e.g. office space and facilities; maintenance and repairs; facilities; telecommunications etc.).
8. Manage the internal procurement process relating to office furniture, equipment and supplies.
9. Manage office petty cash.
10. Prepare attendance records for the Tiri Indonesia Programme staff.
11. Support local recruitment processes for Tiri staff, including: preparation and placement of vacancy announcements; scheduling and taking minutes of interviews; and preparation of correspondence with applicants.
12. Provide support and facilitate orientation sessions for newly recruited staff, consultants, and interns.
13. Provide ad-hoc support in other HR related issues, such as the management of benefits and staff welfare activities

3. Financial Management

1. Assist the Programme Manager in the accurate preparation and timely delivery of financial information related to Tiri’s overall activities in Indonesia.
2. Assist the Programme Manager in the budget controls and financial management over multiple donors/programmes, including preparation of annual budgets, budget amendments, cash-flow forecasts, etc. 
3. Assist the Programme Manager in the preparation of all reports for internal and external purposes in compliance with donor regulations. 
4. Assist the Programme Manager in the preparation of proposals and budgets for funding applications.
5. Assist the Programme Manager in the preparing accounts for audits, monitoring and reporting purposes.
6. Prepare payment requests and other actions in the Grant Management System (GMS).
7. Assist the Programme Manager in procurement and financial management tasks

II. Key performance indicators

1. Quality of the administration of the Tiri Indonesia Programme: timeliness and accuracy of reports, and quality of documentation of budgets, cash-flows and work-plans.
2. Timeliness, quality and efficiency in fulfilling responsibilities and executing related tasks.
3. Level of responsiveness, pro-activeness to communications and requests on administrative and financial matters.
4. Efficiency in processing payment requests and the handling of petty cash transactions and replenishments.
5. Efficiency and timeliness in procurement process as related to office management.
6. Availability and accuracy of office inventory.
7. Timely preparation and dispatch of correspondence, reports, etc.
8. Quality of draft correspondence
9. Availability and accuracy of staff attendance records.
10. Overall efficiency and effectiveness of the administrative and financial management of the Tiri Indonesia Programme.

Essential requirements for the position

• At least a Bachelor’s degree in business administration, accounting, finance, or related field. 
• Strong financial background and experience in making financial reports and preparing budgets;
• Knowledge of the programme management and grants management is an asset;
• Ability to work well with people from various regions, cultures and context;
• Fluency in Bahasa Indonesia and English;
• Strong report writing and communication skills;
• Proficiency in the use of advanced Excel; 
• Knowledge on PSAK 45 finance report for non profit is a plus but not required.

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 numbers and email address). 

Application deadline : 5 January 2011


Please send your application to:
Human Resources Department
The Partnership for Governance Reform in Indonesia
Jl. Brawijaya VIII No. 7
KEBAYORAN Baru, Jakarta Selatan 12160
Email: recruitment@kemitraan.or.id
Female candidates are encouraged to apply

Senior IT Telecom Officer - IFRC

The International Federation of Red Cross and Red Crescent Societies’ mission is to improve the lives of vulnerable people by mobilizing the power of humanity. It is the world’s largest humanitarian organization and its millions of volunteers are active in over 186 countries.

International Federation is looking for candidates to be based in Jakarta, Indonesia for the post of : 

Senior IT Telecom Officer

Key tasks and responsibilities:
Manages the efficient delivery of IT services to all sub delegations in Indonesia.Provide technical support, as required, to PMI on IT and Telecommunications issues and related capacity building. In close collaboration with the Zone IS unit in Kuala Lumpur, create and develop IT and Telecom strategy and network and identify, develop and manage the required expertise resourcesTravel to any sub-delegation or Federation office as required ensure the IT & Telecom services are metAnalyse IT and telecommunications equipment needs, taking into account existing systems and applications, and using Federation standards.Manage, provide advice and ensure the effective functioning of IT & telecommunications equipment as appropriate.Manage, provide advice, install, maintain and repair telecommunications and computer equipment as required.Ensure the IT & Telecom equipment in the operation is inventoried according to the Federation rules, including full management of  stock, and that all investments and running costs related to IT & computer are spent efficientlyWork closely with staff of National Societies, analyse their existing skills and the skills they would require to continue the work of an IT & Telecommunications experts, and support, develop and train them accordingly.Produce regular, timely and accurate narrative and financial reports for the Federation Support Service unit.Liaise with international, government and non-government organisations, collaborate with them where appropriate and ensure the authorisation of official radio frequencies.

Qualifications & Experiences

• University Degree in Information and Technology
• Basic Delegates Training Course or Equivalent Knowledge is preferred
• Professional qualification in both information technologies (computer, computer networking, Internet, office automation) and telecommunications (including VHF, HF radio systems), preferably electronics background with knowledge and experience in computer science.
• In good mental and physical health
• 4 year minimum of work in computer, LAN, WAN TCP/IP connectivity, E-mail, application and user support domains
• 4 year minimum of work in radio communication technologies (VHF, HF, etc..) and satellites domains, including practice in electronic repair.
• Experience of project management is preferred
• Experience of working for the Red Cross/Red Crescent 
• Experience of managing & supporting staff
• Experience of writing narrative and financial report and proposals is preferred
• Experience in providing training and facilitating workshop
• Experience in inventory and stock management
• Excellent computer skills ( Windows 98/NT, spreadsheets, wordprocessing, databases and other programmes); computer hardware maintenance & repair
• Excellent skills in wireless technologies, including HF and VHF radio
• Valid international driving licence (manual gears) is preferred
• Excellent spoken and written English and Bahasa Indonesia
• Skills in training and developing staff

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae latest on 2 January 2011 to: 

Human Resources Department
Email: ifrc.recruitment@gmail.com

Please indicate on the subject heading: Application for SENIOR IT TELECOM OFFICER

Only short listed candidates will be notified.

NATIONAL OPERATIONS OFFICER - FAO

All applications should be addressed to one of the following:

1. by mail to:
   Operations Support Unit
   Office of the FAO Representative in Indonesia,
   11th floor Menara Thamrin Building
   Jalan M.H. Thamrin Kav.3 Jakarta 10250
   
2. by email to:
   FAO-ID@fao.org

Position: FAO NATIONAL OPERATIONS OFFICER (FAO-HPAI/NOO/20/12/101)

Location :Jakarta, INDONESIA 
Application Deadline :09-Jan-11
Type of Contract :Other

Post Level :Other 
Languages Required :English 
Duration of Initial Contract :3 months with possibility of extension 

Background

I. Organizational Context 
Food and Agriculture Organization (FAO) is a United Nation agency which provides technical assistance in Indonesia. One of our projects since 2006 provides support for the control of Avian Influenza, in cooperation with national and regional Indonesian government livestock authorities. Project activities are conducted in various locations nationwide. 

The National Operations Officer will be working under the overall supervision of  the FAO Representative in Indonesia, in close cooperation with the FAO Highly Pathogenic Avian Influenza (HPAI) Control Programme Team Leader and Technical Officers, members of the AI Operational Support Unit and under the direct supervision of the International Operations Coordinator.
Duties and Responsibilities
II. Functions / Key Results Expected Summary of key functions:

Duties and Responsibilities:

• Assist in providing day to day operational support to all field projects in Indonesia contributing to the implementation of an effective HPAI Control Programme;
• Assists in the supervision of national project administrative/ operations staff to ensure timely delivery of the necessary inputs and logistics support consistent with the planned project work plans, detailed field activity plans and procurement plans;
• Assist in the preparation of Field Budget Authorization (FBAs) and assist in initiating timely action for revisions and amendments;
• Attend weekly and monthly HPAI Control Programme team coordination meetings and participate in addressing outstanding operational issues;
• Assist in ensuring consistency of project operations with the overall Programme objectives;
• Assist in providing assistance for necessary arrangements for incoming and outgoing missions (including procurement, monitoring and backstopping missions from headquarters and the Regional Office for Asia and the Pacific);
• Participate on behalf of the International Operations Officer in various meetings organized for donor coordination and resource mobilization, and assist him in providing assistance to Team Leader in the preparation of project briefs and draft project documents;
• Assist the International Operations Officer and Team Leader in the preparation of project progress and final reports;
• Assist the International Operations Officer, in liaison with the Team Leader and technical officers, in operating thematic activities linked to the overall AI Programme in Indonesia, including facilitating and participating in the planning exercises for thematic activities;
• Assist the International Operations Officer in liaising with donors on operational matters, particularly on budget revisions and progress reports;
• In consultation with the International Operations Officer, provide assistance to International and national consultants in Indonesia, in the formulation of avian influenza project proposals according to FAO procedures; and
• In consultation with the International Operations Officer based in Jakarta, liaise with TCES operations Officers in the Regional Office for Asia and the Pacific (RAP) and in Rome on project operational issues 
• Assist in providing regular administrative, financial management and other logistics support to different projects under the FAO Avian Influenza (AI) control programme;
• Assist in supervising and monitoring the implementation of efficient financial flow mechanisms and in ensuring timely availability of resources for the smooth implementation of project activities;
• Assist in supervising the recruitment of national project administrative staff;
• Submit and end of assignment report; and
• Perform other related duties as required.

III. Impact of Results 
The key results have an impact on the success of FAO/ GOI Avian Influenza Control Programme implementation in Indonesia.

Competencies

IV. Competencies 

• Demonstrates commitment to FAO vision, mission and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Contributes effectively to team work and team outcomes
• Consistently approaches work with energy and a positive, constructive attitude. 
• Demonstrates openness to change and ability to manage complexities
• Demonstrates strong oral and written communication skills as well as interpersonal and public relation skills

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• University graduate / Bachelor Degree from any related field

Experience: 

• Minimum of consecutive three (3) years experience in the operational management of project or programmes, preferably in the context of emergency operations;
• Previous employment in international organizations preferably within the UN specialized agencies;
• Possess good planning, coordination, interpersonal and communication skills;
• Proficiency in MS Office, particularly in Word, Excel and Power Point;
• Ability to work in a multi- cultural environment with sensitivity and respect to diversity; and
• Ability to work with minimum supervision

Language Requirements: 

• Good knowledge of the English language and speak Bahasa fluently

NATIONAL ADMINISTRATIVE ASSISTANT - FAO

All applications should be addressed to one of the following:

1. by mail to:
   Operations Support Unit
   Office of the FAO Representative in Indonesia,
   11th floor Menara Thamrin Building
   Jalan M.H. Thamrin Kav.3 Jakarta 10250
   
2. by email to:
   FAO-ID@fao.org

Position: FAO NATIONAL ADMINISTRATIVE ASSISTANT (FAO-HPAI/NAA/21/12-102)
Location :Jakarta, INDONESIA 
Application Deadline :09-Jan-11
Type of Contract :Other Post Level :Other 
Languages Required :English 
Duration of Initial Contract :3 months with possibility of extension 

Background

I. Organizational Context 
Food and Agriculture Organization (FAO) is a United Nation agency which provides technical assistance in Indonesia. One of our projects since 2006 provides support for the control of Avian Influenza, in cooperation with national and regional Indonesian government livestock authorities. Project activities are conducted in various locations nationwide. 

Duties and Responsibilities
II. Functions / Key Results Expected Summary of key functions:

• Provides needed administrative and operational supports to FAO Representation’s office in Indonesia, Administrative/Finance and Operations Officers for the implementation of HPAI Control Programme’s field activities;
• Provides support in the travel arrangements of project international and national staff;
• Assists in the preparation of Travel Authorization (TA) forms for submission to FAOR for approval of ticket issuance and coordinate with Finance for Travel Expense Claim (TEC) submission;
• Liaise with UNDSS for security matters (security briefing, ISECT, issuance/ extension of staff ID card and access card);
• Preparing name card template for both National and International staff and liaise with the vendor;
• Supervises project hired and rental vehicle drivers; arranges schedules of project’s daily transport needs in coordination with international and national programme staff;
• Provides assistance in following up and preparation of necessary documents needed for recruitment processes;
• Acts as an alternate in the absence of other National Administrative Assistants;
• Classifies documents relating to a number of subject areas and ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval;
• Gives assistance in photocopying and collating documents, if necessary
• Performs other duties as required

III. Impact of Results 
The key results have an impact on the success of FAO/ GOI Avian Influenza Control Programme implementation in Indonesia.

Competencies
IV. Competencies 

• Demonstrates commitment to FAO vision, mission and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Contributes effectively to team work and team outcomes;
• Consistently approaches work with energy and a positive, constructive attitude; 
• Demonstrates openness to change and ability to manage complexities; 
• Ability to manage conflicting priorities and work under pressure of tight and conflicting deadlines;
• Ability to work with minimum supervision;
• Demonstrates strong oral and written communication skills as well 

Required Skills and Experience


V. Recruitment Qualifications

Education: 

• University graduate with relevance on administration and secretarial background

Experience: 

• Minimum of 3 years work experience in general office works preferably with FAO project is an advantage but not necessary;
• Proficiency in MS Office, particularly Word and Excel programs;
• Has good knowledge of the English language and good memo composition;
• Good interpersonal and communication skills are necessary and will be assessed during interview

Language Requirements: 

•  Good ability to speak and write English and Bahasa Indonesia