Monday, August 16, 2010

NGO Vacancy - Office Manager

SCALING UP FOR MOST-AT-RISK POPULATIONS II (SUM II) is an USAID funded program that will provide targeted assistance in organizational performance required to scale-up effective, integrated HIV/AIDS interventions that lead to substantial and measurable behavior change among Most-at-Risk Populations (MARPs) in targeted location in Indonesia. The project is managed by Training Resources Group, Inc. The organizational performance topics include accountability, administration, advocacy, finance, governance, knowledge management, leadership, management, monitoring and evaluation, networking, partnership, policy development, resource mobilization, strategic planning and transparency. SUM II will provide and monitor small grants to qualified civil society organizations to support the scale-up of integrated interventions in “hotspots” where there is a high concentration of one or more MARP and high-risk behavior is prevalent.
SUM II is currently seeking qualified individuals with experience in HIV/AIDS and Local stakeholders issues for following positions

1. Office Manager

Location : Jakarta Office
Report to : Finance and Administrative Officer
Summary of Responsibilities:
The Office Manager is a member of the project support team for SUM II, under direct supervision of the Finance and Administrative Officer. S/He is responsible for the overall daily management of Jakarta and regional offices for all the project and office administrative staff and its functions, including the role as the office receptionist. Her/his responsibility includes managing staff’s timesheets, office hours, holidays and staff leave and asset inventory. Project administrative role includes arranging project events (workshops, seminars, etc.) and travel of the project staff. Under this contract, the Office Manager will be an employee of RTI International under the SUM II project.
1. Supervise and manage SUM II support staff in their daily responsibilities
2. Direct responsibility for providing management advice on issues related to SUM II expenses in coordination with the Finance and Administration Assistant
3. Coordinate with Finance and Administration Assistant in managing SUM II daily expenses
4. Conduct procurement as required (office supplies, etc.) to ensure compliance with USAID regulations and procedures
5. Arrange and manage travel for project staff and its counterparts as required
6. Assist Jakarta and regional Jakarta offices to arrange project events
7. Ensure that office procedures are adhered to by SUM II staff, this includes office hours, holiday and staff fringe benefits (insurance, leave, etc.)
8. Manage, and communicate administrative issues regularly with SUM-II staff
9. Manage project staff’s timesheets and short-term consultants’ daily logs
10. Maintain, record and file all files related to official documents related to project
11. Maintain up-to-date inventory of SUM II equipment


1. Experience in supervising support staff from administration related backgrounds and professions;
2. Skills and ability in managing a good office environment;
3. USAID project related experience required;
4. Able to communicate verbally and in writing in English and Indonesian;
5. Able to work under pressure and able to take some initiative by managing staff to complete or help in performing their duties;
6. Good team-work and participatory skills;
7. Knowledge of Indonesian labor laws and regulations;
8. Minimum S1 degree with three years experience in administration
9. Good computer skills, including internet and email
Please send your Curriculum Vitae and cover letter (including salary history) to (with the position title in the subject line), by 5pm, Tuesday, 23 August 2010. Only shortlisted candidates will be contacted.

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